Adding Supporting Documentation to a Bill

This topic provides an overview of attaching support documentation to a bill.

Page Name

Definition Name

Usage

Header Documentation Page

BI_HDR_ATTACH

Upload, detach, and view supporting documentation attached to a bill header.

Line Documentation page

BI_LINE_ATTACH

View a list of bill lines. Click the Edit Supporting Documents link to manage attachments.

Edit Supporting Documents Page

BI_LINE_ATTACH_SEC

Upload, detach, and view supporting documentation attached to a bill line.

Line Documentation page

View Header Documentation

BI_HDR_ATTACH_INQ

View documents attached to a bill header.

View Line Documentation

BI_LINE_ATTACH_INQ

View documents attached to a bill line.

You can attach documents to a bill to provide supporting information. Customers can view attached documents in the eBill Payment application, but attachments are not presented with printed invoices. Billing specialists can also view attached documents using the Supporting Documentation component under the Maintain Bills and Review Billing Information sections. You can mark documents as Internal Only to prevent customers from seeing the documents in eBill Payment.

You can attach supporting documents to invoices in any status except TMP and TMR; however, you can attach documents to the resulting invoice once the worksheet is approved. You cannot attach documents through the Billing Interface.

You can set up the Billing system to automatically attach an image of an invoice that has been finalized. When this feature is enabled, during the printing process, the BI_XMLPBURST program is run and automatically attaches a PDF of the invoice to the bill header.

When a bill is copied or adjusted, the system does not copy attachments to the new invoice. Likewise, when an installment or recurring invoice is generated, the system does not copy attachments from the template bill.

The system stores attached documents on the file server that is identified on the Administer File Servers page (under Set Up Financials/Supply Chain, File Attachments, Administer File Attachments).

You can configure your system so that all users can delete attachments from the following pages, or you can configure your system so that specific roles can delete attachments. Use the Authorize Delete Attachments section of the Billing - General Options Page to define specific roles. When using this feature, the user who attached the document can delete the document from the invoice as well.

Note: When you delete or detach a document from an invoice, the file is not deleted from the file server. You should institute a maintenance policy to remove outdated files from the server periodically.

Use the Header Documentation page (BI_HDR_ATTACH) to upload, detach, and view supporting documentation attached to a bill header.

Navigation:

Billing > Maintain Bills > Supporting Documentation > Header Documentation

This example illustrates the fields and controls on the Header Documentation page.

 Supporting Documentation - Header Documentation

To add a supporting document:

  1. Click the Add Attachment button to load one or more attachments

  2. Identify the file to attach. Either

    • Type the file path and name.

    • Click the Browse button and locate the attachment with the File Chooser.

  3. Click Upload.

  4. If desired, deselect the box in the Internal Only column. The eBill Payment application will not display internal documents.

    Note: Deselect the Internal Only check box if you want to email the supporting documentation along with the invoice.

  5. Click Save.

To remove a supporting document

  1. Click the minus button in the row containing the document to be removed.

  2. Click Save.

Note: If the invoice image is deleted, it cannot be reattached. The reprint process will not reattach the invoice image.

Use the Line Documentation page (BI_LINE_ATTACH) to view a list of bill lines.

Click the Edit Supporting Documents link to manage attachments.

Navigation:

Billing > Maintain Bills > Supporting Documentation > Line Documentation

This example illustrates the fields and controls on the Line Documentation page.

 Supporting Documentation - Line Documentation

To add a supporting document:

  1. Select the Edit Supporting Documents link in the row containing the line to which you wish to attach documentation.

  2. Select the Add Attachment button to load one or more attachments.

  3. Identify the file to attach. Either

    • Type the file path and name.

    • Select the Browse button and locate the attachment with the File Chooser.

  4. Select Upload.

  5. If desired, deselect the box in the Internal Only column. The eBill Payment application will not display internal documents.

  6. Select Save.

    Note: The system displays and error message if you try to load more than the number of attachments specified on the Installation Options - Multiple Attachments Page for the Billing product.

To remove a supporting document from a bill line:

  1. Click the Edit Supporting Documents link in the row containing the line which has the attached documentation you wish to remove.

  2. Click the minus button in the row containing the document to be removed.

  3. Click Save.