How to Process Credit Card Statements & Expense Reports

1. Sign into bill.com

2. Log into appropriate client in bill.com
3. Click on inbox tab to view items

Process Credit Card Statement (DUMMY Bill Procedure)

4. Open Credit Card Statement
5. Once document is open within bill.com you are ready to create a DUMMY bill
a. DUMMY bill is coded to GL code 1998 Credit Card Suspense and is to send payment for all charges.
6. Process Items by: Click on Create a New Bill
● Bill Details:
● Vendor: Type Vendor Name to populate matches – click on vendor
● Occasionally you will come across multiple accounts associated with the same vendor.  If this
happens each account number should be set up as a different vendor with the last 4 digits of the
account following the vendor name
● Invoice #: Invoice number is the statement closing date followed by - DUMMY. Always use the month,
day, and year format xx.xx.xx Example: 01.15.16 – DUMMY
● Payment Terms: Leave Blank
● Invoice Date: Input the invoice date which is the credit card statement date
● Due Date: Input the due date listed on the credit card statement
● GL Posting Due: This will prepopulate when invoice date is entered
● Amount: The amount due should be the total new charges, including fees & interest, minus returns,
credits & cash back applied.
● Make sure any past due balances charged on the invoice are valid. Check previously paid
invoices, and if needed call vendor to get current balance due. Check for any credits other than
returned purchases.
● Bill Description: Type: DUMMY bill created for “vendor” “statement date” statement
● Notes: Enter any notes that the next approver needs to be aware of, if any.  Note that once you save the
bill everyone on the approver list including the client will be able to see this.
● Address the Account Manager only by writing “Name, ………notes…….”
● To send an internal email on the notes section type @name to populate names. Follow this will
the previous note instruction.
● GL Code: Drop down for Account is 1998 Credit Card Suspense
● Account: 1998 Credit Card Suspense
● Approvers: Add the appropriate approvers

The vendor name for credit card expenses reports have last 4 digits of account number and EXPENSE REPORTS
wording. Example: Bank of America– EXPENSE REPORTS - 4567
Process Expense Reports – Credit Cards
1. Process Items by: Click on Create a New Bill
● Bill Details:
● Vendor: Type Vendor Name to populate matches – click on vendor
● Occasionally you will come across multiple accounts associated with the same vendor.  If this
happens each account number should be set up as a different vendor with the last 4 digits of the
account following the vendor name
● Invoice #: Invoice number is the credit card statement date followed by – Employee’s Last Name. Always
use the month, day, and year format xx.xx.xx Example: 01.15.16 – SMITH
● Payment Terms: Leave Blank
● Invoice Date: Input the invoice date which is the credit card statement date
● Due Date: Input the invoice date which is the credit card statement date
● GL Posting Due: This will prepopulate when invoice date is entered
● Amount: Enter the amount due from the statement for the respective employee. Make sure this
number matches the expense report.
● Bill Description: Type: Employee’s First & Last Name CC Expenses for “vendor” “statement date”
statement
● Notes: Enter any notes that the next approver needs to be aware of, if any.  Note that once you save the
bill everyone on the approver list including the client will be able to see this.
● Address the Account Manager only by writing “Name, ………notes…….”
● Enter the appropriate GL code in the account box. Check the split box if multiple accounts need to be
listed (most of the time this is the case)
● Account: This is the GL account as stated above
● Refer to chart of accounts and/or previous paid invoices to vendor
● Department:
● Refer to chart of accounts and/or previous paid invoices to vendor
● Location:
● Refer to chart of accounts and/or previous paid invoices to vendor
● Note that bill.com remembers the last bill that was created for this vendor. Make sure on a split
bill all unused account lines are eliminated that sit between line item
● Approvers: Add the appropriate approvers.  
● Create Credit Memo for this Expense

Process Vendor Credit Memos – Credit Cards

1. Download a copy of the expense report created and upload it to inbox
2. Click on the expense report
3. Process Items by: Click on Enter vendor credit
● Bill Details:
● Vendor: Type Vendor Name to populate matches – click on vendor
● Occasionally you will come across multiple accounts associated with the same vendor.  If this
happens each account number should be set up as a different vendor with the last 4 digits of the
account following the vendor name
● REF #: REF number is the credit card statement date followed by – Employee’s Last Name. Always use
the month, day, and year format xx.xx.xx Example: 01.15.16 – SMITH
● Credit Date: Input the REF date which is the credit card statement date
● GL Posting Due: Input the REF date which is the credit card statement date
● Amount: Enter the amount due from the statement for the respective employee. Make sure this
number matches the expense report.
● Bill Description: Type: Credit Memo to offset “vendor” DUMMY bill.
● GL Code: Drop down for Account is 1998 Credit Card Suspense
● Account: 1998 Credit Card Suspense
● Approvers: Add the appropriate approvers.