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Bills Guide for DigiPay

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Bills Guide for DigiPay

Discover how to effectively manage and pay bills in DigiPay

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Table of Contents

Enter New Bills in DigiPay Edit a Bill in Draft Stage in DigiPay Review a Bill in DigiPay Approve a Bill in DigiPay Pay a Bill in DigiPay View a Bills Payment Status in DigiPay Delete a Bill in DigiPay

Enter a New Bill

Enter New Bills in DigiPay

The Workflow MUST be set up for the property before you can add new bills.

 
  1. Log into DigiPay.
  2. Select Bill (left-hand menu). 
     
     
  3. Select New Bill. 
      
     
  4. Make sure you have selected the correct hotel. 
     
     
  5. Use the right-hand drop-down to select the correct hotel if required. 
     
     
  6. You will have three options to upload the invoice:
    1. Browse Invoice (browse on your computer).
    2. Drop your Invoice here (drag and drop from your computer). 
    3. Email the invoice using the property email provided on the screen. 

 

 
 

Edit a Bill

Edit a Bill in Draft Stage in DigiPay

Bills can only be edited at the Draft or Review stage.

To edit a bill in Review stage, follow the Review a Bill instructions.

 
  1. Log into DigiPay.
  2. Select Bill (left-hand menu).

     
  3. Use the filters to find the required bill.

     
  4. Select Draft.

     
  5. Select Edit beside the required bill.

     
  6. Edit the bill as required.
  7. Select the required area to edit:
    1. Line Items
      1. Edit the following items as required:
        • Description
        • SKU
        • Qty
        • Unit Price
        • Total Amount
      2. Add a Note:
        • Click the Note icon for the required line item.

           
        • Enter your comment.
        • Click Save.

           
      3.  Delete a Line Item:
        • Click the Delete icon for the required line item.

           
    2. COA Mapping
      1. Edit the following items as required:
        • Chart of Account
        • Class
        • Amount
      2. Delete an item:
        • Click the Delete icon for the required line item.

           
  8. Click Save Draft OR Submit for Review.
 
 

Review a Bill

Review a Bill in DigiPay

  1. Log into DigiPay.
  2. Select Bill.

     
  3. Select Pending Review.

     
  4. Select Review beside the required bill.

     
  5. Review the bill.
  6. Select the appropriate button for the bill:
Submit Bill
Edit Bill
Reject Bill
Return Bill to Draft Stage

Select Submit.

  1. Select Edit.

     
  2. Make the required changes.
    1. Line Items
      1. Edit the following items as required:
        • Description
        • SKU
        • Qty
        • Unit Price
        • Total Amount
      2. Add a Note:
        • Click the Note icon for the required line item.

           
        • Enter your comment.
        • Click Save.

           
      3.  Delete a Line Item:
        • Click the Delete icon for the required line item.

           
    2. COA Mapping
      1. Edit the following items as required:
        • Chart of Account
        • Class
        • Amount
      2. Delete an item:
        • Click the Delete icon for the required line item.
  3. Click Save & Submit.

Click Reject.

Click Move Bill > Move to Draft.

 
 

Approve a Bill

Approve a Bill in DigiPay

  1. Log into DigiPay.
  2. Select Bill.

     
  3. Select Pending Approval.

     
  4. Select Approve beside the required bill.

     
  5. Select the appropriate button for the bill:
Approve Bill
Edit Bill
Reject Bill
Return Bill to Draft or Review Stage

Select Approve.

  1. Select Edit.

     
  2. Make the required changes.
    1. Line Items
      1. Edit the following items as required:
        • Description
        • SKU
        • Qty
        • Unit Price
        • Total Amount
      2. Add a Note:
        • Click the Note icon for the required line item.

           
        • Enter your comment.
        • Click Save.

           
      3.  Delete a Line Item:
        • Click the Delete icon for the required line item.

           
    2. COA Mapping
      1. Edit the following items as required:
        • Chart of Account
        • Class
        • Amount
      2. Delete an item:
        • Click the Delete icon for the required line item.
  3. Click Save & Submit.

Select Reject.

Select Move Bill > Move to Draft 

OR

Select Move Bill > Move to Review.

 
 

Pay a Bill

Pay a Bill in DigiPay

  1. Log into DigiPay.
  1. Select Bill.

     
  2. Select Pending Payment.

     
  3. Select the required payment option:
Pay (to pay the bill)
Already Paid?
  1. Pay beside the required bill.

     
  2. Review the bill.
  3. Select the appropriate button for the bill:
    • Pay
    • Reject
  1. Select Already Paid?

     
  2. Select the payment method for the bill or apply the required Credit Memo.
  3. Add a Comment.
  4. Select Mark as Paid.
 
 

View the Payment Status

View a Bills Payment Status in DigiPay

  1. Log into DigiPay.
  2. Select Bill.

     
  3. Select Payment Status.

     
  4. The payment information is in the following columns:
    • Payment Date
    • Paid Date
    • Status.
  5. Select View to see the bill details.
  6. Select History to see the full workflow history for the bill.
 
 

Delete a Bill

Delete a Bill in DigiPay

Bills can only be deleted at the Draft stage.

If a bill is in the review stage it must be returned to the draft stage for delete to be available.

 
  1. Log into DigiPay.
  2. Select Bill (left-hand menu).

     
  1. Use the filters to find the required bill.

     
  2. Select All or Draft.

     
  3. Select the Delete icon beside the required bill.
    If Delete is not available, the bill is not in draft. If the bill is in Review stage it can be returned to draft. If it is in a later stage it cannot be deleted.

 

 
 

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