Vendor Management

Acuity’s Vendor Management feature allows for submission of non-law firm invoices through Acuity. Firms firms can submit their vendor invoices for approval and payment similarly to firm invoice submission.

Creating a Vendor Invoice

You can create an invoice on behalf of your vendor by selecting “Create Vendor Invoice” under the “Invoices” tab.

Selecting the “Create Vendor Invoice” option will open up an invoice creation window.
 
Fill in the cover sheet information in the top section. Select the vendor name from the vendor drop down list. You can enter the matter name or number into the “Matter” field or select the magnifying glass beside the field to search for the matter in question.

On this form, fields with a gold border are required fields. The fields with a blue border are optional.
Below the cover sheet information, you will create one or more line items for the invoice. For vendor invoices, only expense lines can be input. 

 
Add the line item date, the expense code, the amount, rate, and description. The “rate” should be the dollar amount and the “amount” the number of units (usually 1).

After entering the line item information, select “Save” to create a draft of the vendor invoice. 

Resolving an Exception

Depending on the billing rules that have been set up for your organization, you may need to add supporting documentation to your expense line(s) to resolve a critical backup requirement exception. 

If you see one of these critical exceptions on your invoice, select the Exceptions tab, view the line item in question, and use the paperclip icon to the far right of the line item to attach the receipt or copy of the vendor’s invoice. You may need to use the “Re Audit Exceptions” button at the top of the invoice profile to refresh your page after adding the backup.

Once your critical exception is resolved, you can change the invoice status from “Draft” to “For Approval” to begin the approval workflow.

Missing a Vendor:

• If you do not find a Vendor you need, reach out to your client Point of Contact and they can add the missing Vendor to the system.