Update and maintain bills

Required user role: AP processor
Required permission: Process Bills

Manage updates, adjustments, and system interactions for bills after they are created. This helps ensure accuracy, resolve issues, and keep bills aligned across systems.

Apply vendor credit

Applicable bill statuses: Pending review, Pending approval, Pending payment

A vendor credit is a negative bill indicating that a vendor owes you money. It is applied to future invoices to reduce your outstanding liability.

Create a negative bill

Create a negative bill to apply a credit alongside other bills for the same payee.

A negative bill is different from a negative bill line. A negative bill line applies only to a specific invoice as a discount.

To create a negative bill for vendor credit:

1. Go to Bills.
2. Click + Add bill (if needed).
3. Select the payee in Bill summary.
4. Select Non-PO backed as the bill type.
5. Enter a negative net amount.
6. Complete required fields.
7. Click Submit.

Apply vendor credits to payments

Once approved, the negative bill appears in Pending payment and can be applied with other bills for the same payee.

To apply vendor credit to a bill payment:

1. In Pending payment, select the negative bill and related positive bills.
2. Click Pay bills.
   
3. In the Payment by vendor credit tab:
   • Review the credit applied.
   • Review the updated payment total.
     
4. Click Submit.

Handle synced bills

Synced bills are exchanged between Tipalti and your ERP to keep financial data aligned.

Identify sync errors

You can quickly identify bills with sync issues directly from the bill list.

• An icon appears next to the bill listing.
• Hover over the icon to view error details.
  

Work with synced bills

If a bill has a sync issue, you can:

• Open the bill to continue reviewing.
• Use the 3-dot menu for available actions.

To troubleshoot sync issues:

1. Go to Integrations > Monitoring.
2. Review error details and resolve discrepancies.

Bills with sync errors cannot be synced or paid. If the issue is resolved before the scheduled payment time, the payment can proceed. For more, see ERP integrations.

Delete bills

Applicable bill statuses: Pending scan, Pending review, Pending approval, Pending AP action, Pending matching, Review matching, Pending payment

Once a bill is paid, it cannot be deleted.

Before deleting a bill

Deleting a bill removes it permanently from the Bill list and it is no longer eligible for approval or payment.

Only delete a bill if it:

• Was added in error
• Was uploaded incorrectly
• Should not be processed

If corrections are needed but the bill should remain on record, send it back to AP instead.

Delete a bill

To delete a bill from the bill list:

1. Go to Bills.
2. Locate the bill.
3. Copy the Bill ref code (recommended for tracking).
   
4. Click the 3-dot menu and select Delete.
5. Enter a reason for deletion.
6. Click Confirm.

To delete from within a bill:

1. Open the bill.
2. Click the 3-dot menu (top right).
3. Select Delete bill.

Delete multiple bills

You can delete multiple bills at once directly from the bill list.

1. Select multiple bills from the list.
2. Click Delete in the top action bar.
   

Undo delete

You can restore a deleted bill if needed.

1. Search using a term or the Bill ref code.
2. Click Open in new tab.
3. Click Undo delete in the top banner.
   

Common questions

Vendor credits

Deleting bills