Who can complete this task?
- Administrators and Site Staff with the Financial Management Extended Permission
Once you are ready to bill the sponsor or CRO for payment, you can advance the invoice through its workflow to generate the finalized invoice document and update the invoice status to Sent. Updating an invoice to Sent automatically updates the state of all associated billable items from Accrued to Invoiced.
Mark an Invoice as Ready to Send
Use Ready to Send to indicate to all users that the invoice has been reviewed, but not sent.
- Navigate to Finance > Budgets & Billing > Invoices.
- Select an invoice in the Draft state.
- Select Ready to Send from the status dropdown button.
- Address Reminder: If either the From Address or Bill To Address is blank, SiteVault displays a dismissible warning reminding you to include an address. You can dismiss the reminder and proceed if addresses are not required.
- Invoice Date: You will be prompted to confirm or enter the Invoice Date.
- Once moved to Ready to Send, SiteVault generates the finalized invoice document and files it to Study eBinder.
Mark as Invoice as Sent
Use the Sent status to indicate that the invoice has been issued.
- Navigate to Finance > Budgets & Billing > Select Study > Invoices.
- Select an invoice.
- Select Sent from the status dropdown button.
- Select the Sent Date. This date is recorded and displayed in the invoice details.
- Upon completion, the associated billable items automatically transition from Accrued to Invoiced.
Revert an Invoice
If a correction is required after an invoice is marked as Sent, you can revert the invoice back to Ready to Send and then to Draft. Reverting to Ready to Send sets all associated billable items back to Accrued.
