Manage bill lists

Bill lists help you find bills and take actions on them.

The Actions menu lets you manage your bill lists and download the entire list of bills to Excel.

Edit Bill List

When you edit the bill list you can update the name or description of the bill list.

Share Bill List

You can share a bill list with one or more user groups. 

1. Add one or more user groups to share with.
2. Click Share.
3. To update user groups or Unshare the bill list choose Share Bill List from the Actions menu.

Copy Bill List

Copy a bill list and give it a new name and description and then update the filters. This can save you time if you have a set of complex filters created.

Download Bill List to Excel

Download the list of bills to an Excel spreadsheet.

Delete a bill list

More details on sharing

If you don't want to see a shared bill list you can hide it from your view. 

Click Show All Bill Lists Shared with Me to see your hidden and visible shared bill lists. 

Use the show icon to set a hidden bill list back to visible.

View a shared bill list

• Any user with the Shared Bill Lists: View permission and is a member of a group assigned a shared bill list can see the bill list.
• A standard user may rely on bill lists created by their manager to complete tasks in UtilityManagement. 

Edit a shared bill list

• Any user with the Shared Bill List: Edit permission can update the filters, change how the list is sorted, update columns, or change the name of the shared bill list.
• Any changes to a shared bill list affects everyone else, this permission should only be given to experienced users.

Create a shared bill list

Any user with the Shared Bill List: Create permission can share a bill list with others. This type of expert user might be a department supervisor.

An example of permissions granted to an Administrator with Full Access.

Bill list administrator

• A separate permission, Bill List Administrator: Manage, lets you manage all shared bill lists.
• Can edit or delete any shared bill list created by any user.
• Can add or remove a user group or unshare the bill list. This administrator permission could be assigned to a department manager.

Notice the bill list administrator has the delete icon for each bill list.

Manage bill list filters

1. Select your bill list.
2. Click Filters.
3. Choose and configure filters.
4. Remove a filter by clicking X.
5. Choose Apply (to leave filter configuration open) or Apply and Close (to close the filter configuration page).
6. You can also use the quick filters at the top of the page after your main filters are set.

Manage bill list columns

From your bill list, click Columns.

1. Change the order of the columns.
2. Change the data field.
3. Add a column.
4. Delete a column.

Take actions on bills

You can view and take actions on bills with bill lists. The following actions are available in a bill list.

• View bills
• Approve, hold, and release bills for accounting export
• Flag bills
• More Actions
  
  
   
• Downloads
  

A user without the appropriate permissions does not see all the options.

Custom bill actions and permissions

Webhooks let you create custom bill actions. Permissions to see and perform custom bill actions are based on Application Settings -> View permission. By default this permission is given to administrators.

A non-administrator role requires Bill & Batches -> Edit permission to access custom bill actions.

Three views of your bill

1. View the bill in UtilityManagement. This option also lets you take a variety of actions on the bill.
2. View Generated PDF. Let's you download a UtilityManagement generated PDF bill.
3. View Scanned Image. If you use Bill CAPture or scan and upload your bills, a scanned image of the vendor bill is displayed.
   
   

Delete or void bills?

Examples of when to delete a bill
You may want to delete a bill when the same bill was uploaded multiple times to Bill Capture, Report 17 can help identify duplicate bills.

A bill import file without the proper use of A/C/E and V/P/R can also create duplicate bills, the duplicates may need deleted.