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Overview
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Note: Disbursements can be referred to as "expenses" or other words in different Actionstep systems. Vendor invoices may be "Supplier invoices" or some other wording.
For this article, we'll use the terms "disbursement" and "vendor." |
Actionstep's Expense Tracking provides a system for when expenses have been incurred then billed to a client, and the expense will not be paid until the client has paid the bill. When the bill is paid, a popup is created to remind the user that there is a corresponding vendor invoice (or invoices) that can be paid.
Vendor invoices ready to be paid popup
This popup is displayed when a payment is received for a bill that contains disbursements that are created from vendor invoices (hard costs).
When there are disbursements from multiple vendor invoices, all associated vendor invoices are shown. When a payment is for multiple invoices that contain disbursements from different vendor invoices, all associated vendor invoices are shown.
Selecting the "View" button opens the vendor invoice where a payment can be made.
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For more information on paying vendor/supplier invoices, see Paying a supplier/vendor invoice. |
Vendor Disbursement Tracking List
While the popup will let you know what can be paid when a client payment is processed, a list is always available at Timesheet > Vendor Disbursement Tracking List.
This list provides some key data points to determine which disbursements have been payed and which vendor invoices can be paid as a result. Each row of the list contains information about a single disbursement.
List columns include:
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Disbursement ID
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Disbursement Description
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Disbursement type (soft/hard cost)
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Associated Matter ID
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Associated Matter Name
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Total disbursement price
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Client bill number
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Client bill date
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Client bill payment status
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Vendor invoice number
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Vendor name
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Vendor invoice date
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Vendor invoice status
By default, the list is filtered to display disbursements where the client bill is unpaid or part paid, and the vendor invoice status is Open.
Some columns are hyperlinked to launch the associated records like the disbursement, matter, client bill, and vendor invoice.
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Note: All columns in the Vendor Disbursement Tracking List are also available for use in custom disbursements lists. See this article for more information on custom disbursement lists. |
External Expense Tracking
In Express and Practice Pro systems, there is no accounting module to create vendor invoices. To allow the tracking of expenses where the vendor invoice is not recorded in Actionstep, a vendor invoice reference field is added for these systems.
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