Edit Direct Costs on the Direct Costs Tab

Before you submit documents for review, you can edit the direct costs details in the Uploads tab. This ensures your data is accurate before it moves to the Direct Cost tab for final review and approval process.

• Required User Permissions:

  • 'Admin' or ‘Standard’ level permissions on the Company level Direct Costs tool.

1. Navigate to the Company level Direct Costs tool.

2. Locate the Direct Cost to Edit.
   Note: Use the Search bar to find the direct cost you want to edit.

3. Click the check box next to the direct cost entry and Click Review button.
   Alternatively, click the Vendor Direct Cost Number to open the Edit Direct Cost page.

4. Review and Edit the following information in the General Information section:
   

   Field Name	Description
   Vendor Direct Cost Number *	This is the vendor's invoice number.
   Vendor *	Select a vendor from the drop-down list. Note: The selections in this list are populated from the Company Directory.
   Direct Cost Type	Select the Direct Cost Type from the drop-down list.
   Received Date	Select the date on which the direct cost was received. Note: The received date must fall within the start and end date of the billing period.
   Invoice Date*	Select the date mentioned in the invoice.
   Accounting Date	Select the date on which the transaction should be recorded in your accounting or ERP system
   Description	Enter a brief explanation or details related to this entry.

5. Review and Complete the entries in Line Items section:
   

   Field Name	Description
   Billed Amount	Specify the total amount billed for the invoice. Note: The total value of the Line Items must equal the billed amount for the request to be approved
   Project	Select the project from the drop-down list.
   Budget Code	Enter a budget code to search the list. Only codes associated with the selected project will appear. Choose the appropriate budget code from the list. Search by entering the unique budget code identifier and choose the appropriate budget code from the list.
   Units.	Enter the number of units to bill. This field defaults to 1.Specify the number of units being billed.
   UOM	Select the Unit of Measure (UOM) for the item. This field defaults to each. Select the Unit of Measure that applies to the item.
   Unit Cost	Enter the cost per individual unit.
   Amount	The amount is calculated based on the units and unit cost.
   Description	Enter details related to this line item entry.
   Line Items Total	The total amount calculated for this item.
   Amount to Allocate	Enter the portion of the total amount you want to distribute.

6. The Attachments section displays the uploaded file; click Attach File to upload any relevant files required for review or approval. 

7. Edit the following information in the Payments section:
   

   Field Name	Description
   Payment Terms	Enter the agreed conditions under which the payment should be made.
   Payment Due Date	The final date by which the payment must be completed.
   Discount Date	The date by which the payment must be made to take advantage of any vendor discounts.The date by which the payment must be made to avail any discount..
   Payment Status	Select the current status of the payment. Options include Unpaid, Partially Paid, or Paid. Indicate the current status of the payment (Unpaid, Partially Paid, Paid)
   Payment Date	Enter the date of the most recent payment. The date on which the payment was actually made.

8. Click Next, saves your changes.

9. Sends the direct cost record to the reviewer for approval.