Statements

Finance

Invoice and Credit Management

Statements provides the ability to view your monthly spend, providing a consolidated summary of invoices/credits sent directly from suppliers. You can view statements per site (if you have access to multiple). Alternatively, if all sites are set up to pay through the same payment method, an eB HQ account can be set up to consolidate all site statements into one.

Click on images within this article for easier viewing.

TABLE OF CONTENTS

• Getting Started
• Key Features
• A Look Inside
• Coding Summary
• Related Articles

Getting Started

1. Select the Finance module from the left-hand navigation bar
2. Select Statements

Key Features

See the key areas summarised below. The most recent statements will show at the top:

Elements	Summary
	Use the Site filter to view statements by site, or eB HQ (if available). Use the Month picker to change the month/year view.
	The Download button will provide an overview report in an Excel format.
Statements are run a month in arrears. There are four key statuses to keep in mind. The Status column will help you track the stage the statements are at during each month. Familiarise yourself with these to ensure any concerns are raised before payment is taken: Draft (1st - 11th) - statements are being created, some invoices/credits may still be missing Sent (11th - 18th) - statements are sent to the contacts provided by your organisation to review Final (18th) - funds are requested from bank accounts, with funds leaving bank accounts 2 working days later (the date funds will leave accounts are stated at the bottom of statements) Paid (24th) - funds paid to suppliers These dates can vary by a day or so depending on weekends and Bank Holidays.
	Open a statement by selecting View.

If an eB HQ (e-Billing HQ) account has been set up, this will consolidate all sites into one statement - resulting in one payment. All sites need to have the same payment details. Speak to your Account Manager to learn more.

A Look Inside

When viewing a statement, you will see consolidated summaries per supplier - including your grand total. You can download your statement in three different formats and also download a VAT breakdown:

The example above is based on a statement in Draft status.

Expanding the supplier lines will provide an overview to show how many accounts, invoices and credits are included. Plus provide a further breakdown per account (if there are multiple):

Expanding on accounts will list the included invoices and credits:

Against each invoice/credit, you can:

• See the reconciled and authorised status
• See if notes have been added
• Open an invoice/credit by selecting the magnifying glass
• Use the Actions drop-down for further management options

Contact the e-Billing team for any queries about your statement, supplier invoices/credits or holding back payments at e-Billing@pelicanprocurement.co.uk.

Coding Summary

Using Pi's Purchase Coding module will allow you to run a Coding Summary report based on your statement:

Related Articles

• Invoices & Credits
• Invoice Reconciliation & Authorisation
• Finance Overview
• Welcome to Finance!

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