Purpose Statement

The Purchase Order (PO) Billing Agency feature allows departments to define and manage external agencies or organizations responsible for invoice payments tied to purchase orders. This ensures accurate billing, streamlined financial tracking, and proper allocation of costs within the Assets module.

Background Information

Billing Agencies are used when purchases are funded or reimbursed by external entities, such as municipalities, partner agencies, or grant programs. By configuring PO Billing Agencies in advance, users can quickly assign them during purchase order creation, reducing manual entry and improving consistency in financial reporting.

This setup is typically performed by administrators responsible for asset and financial configuration within the system.

Required Permissions

To create and manage Purchase Order Billing Agencies, users should have the following permissions:

• Assets Module Access
• Administrative Configuration უფლებ (Settings/Setup Access)
• Create/Edit Billing Agencies

If permissions are restricted, contact your system administrator to request access.

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Step-by-Step Guide
 

1. Navigate to Billing Agency Settings

• Select Assets from the main menu. 
• Select Setup then Orders. 

2. Create a New Billing Agency

• Select Billing then + Billing to add new billing agencies.

3. Enter Agency Name

• In the Agency Name field, enter the name of the billing agency.

4. Select or Add Address

• Select the Address field.
• Begin typing to search for an existing address.
  • The system searches your agency’s Occupancy records.
• If the address is not found:
  • Select add new address.
  • Enter the address using the Google-powered search.
  • Save the new address.

5. Enter Account Information

• In the Account field, enter the associated billing account (if applicable).

6. Enter Contact Person Information

• Enter the Name of the contact person.
• Enter the Phone number.
• Enter the Email address.

7. Save the Billing Agency

• Select Save.
• Confirm the Billing Agency appears in the list.

8. Verify in Purchase Orders

• Navigate to Assets → Orders.
• Create or open a Purchase Order.
• Locate the Billing Agency field.
• Confirm the new agency is available for selection.

Best Practices

• Use consistent naming conventions (e.g., “City of [Name] – Finance”).
• Always search existing addresses before adding a new one to avoid duplicates.
• Ensure addresses are correctly linked to Occupancy records when applicable.
• Keep contact information accurate and up to date.
• Periodically review Billing Agencies and deactivate outdated entries.

Troubleshooting & FAQs

Q: I don’t see the Billing Agencies option under Setup.
A: Ensure you are navigating through Assets → Setup → Orders → Billing Agencies and have the appropriate permissions.

Q: I cannot find an address when searching.
A: The Address field only searches existing Occupancy records. If the address does not exist, use add new address to create it using Google search.

Q: The Billing Agency is not showing in the Purchase Order dropdown.
A: Confirm the agency was saved and is marked Active, then refresh the page.

Q: Can I edit an existing Billing Agency?
A: Yes. Select the agency from the list and choose Edit to update details.