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February 2, 2011

Here are 3 more ways to make smart use of your account:

1). Have vendors whose charges vary bill to bill? Set reminders with the Manage Recurring Bills Feature.

If you receive bills from a vendor at regular intervals but for differing amounts, you can still set advance reminders of bills coming due. Simply create a recurring bill for $ .01 for that vendor, then add yourself as the first approver. This will remind you to be on the lookout for the document so you can edit the amount and link the document to it after the fact. You will also have the option to add additional users to the workflow during the approval process.

2). Want to find things fast? Cross-file vendor documents in different folders.

Say you need to get your hands on your company’s Travelers insurance policy – what term would you search under? Cross-file it as a vendor document under “Travelers” and in a folder called “Insurance Policies.” You’ve got unlimited storage space on, but not in your brain; cross-file accordingly.

3). Get the right notification at the right time. Review your email preferences.

You can set your notification preferences to receive notices from daily, or at a less frequent regular interval (three times a week, twice a month, etc.).

You can configure delivery timing for the following alerts:

1.    When new bills are assigned to you to approve

2.    When bills have been completely processed or approved and are ready for you to pay

3.    When new bills or other files are received in your Inbox

Important security-based alerts — such as confirmation of payment, or any change in company information — you will always receive in real-time.  

You can set your own notification preferences, or your Administrator can set them on your behalf.  

If you have Administrator rights to your client's account, for instance, you can set your client's preferences so that he or she gets notification of their to-do list only at expected or prescribed times, such as the 1st and 15th of every month.

To set notification preferences:

1.    Point to the Setup tab and click My Profile.  This displays the My Profile page.

2.    In the left-hand navigation, click Email Preferences.  This displays the Email Preferences page.

3.    Click Edit.

Then make and save any necessary changes.

Are there features in you want us to address in future Tips and Tricks blog posts? Tell us what they are.


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