Portal Menus > Matters > Expenses
Expenses
The Expenses screen lists all vendor invoices associated to the matter. Invoice information is in the following columns:
| Field | Description |
|---|---|
| Date | Date the invoice was received. |
| Invoice No. | Invoice number, based on the vendor's internal numbering system. |
| Type | Main service provided by the vendor. |
| Vendor | Name of the person or company the invoice is payable to. |
| Amount | Total amount of the invoice. |
| Status | Status of the invoice (either Monthly or Paid). |
| Control No. | Internal identifier that Umbria assigns to the invoice. |
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Edit button that opens an editable version of the invoice. |
| X | Delete invoice. |
To add a new invoice:
- Click the drop-down arrow in the upper right corner of the screen.
- On the Report tab, click New.
- Complete the form, using the table below as a guide.
- Click Save.
| Field | Description | Required |
|---|---|---|
| Currency | The local currency defaults, but you can select a different one if necessary. |
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| Phase Code | Optionally select a phase code to assign the invoice to. Phase codes appear only if they have been set up on the budget. | |
| Date | Select the invoice date that matches the received invoice. |
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| Vendor | Select the vendor who sent the invoice. If the vendor is not already set up in the system, click the New button to enter and save basic vendor information. |
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| Invoice Number | Type the invoice number printed on the received invoice. |
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| Primary Service | Select the option that best matches what service was performed. |
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| Due Date | Click into the Due Date field and select either Net30 or Custom Date. If you select Custom Date, enter the payment due date in the Custom Date field directly below. |
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| Status | Standard invoice status options include Monthly (recurring expense) and Paid (one-time expense). |
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| Paid by | Select Firm if the client will not be billed for this expense, or Client if the client is responsible for payment of this invoice. |
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| Control Number |
This field cannot be modified. Umbria assigns each invoice a control number that identifies it in the client's billing system. The number will be assigned when the invoice record is saved. |
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| Invoice Total | Enter the total amount shown on the invoice. |
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| Matter |
Click the Add button to associate this invoice to a particular matter. You can perform this action multiple times if the invoice should be associated to multiple matters. For each matter you associate to the invoice:
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| Attachments |
Here you can upload a file from your computer, such as a scanned image of the invoice document. Click Select Files to browse and select the file. |
