02.4 Simpro Progress Payment

In Simpro, progress payments allow users to manage job payments in stages. When a purchase order (PO) is created, it includes the total amount for the whole job. Suppliers will later issue multiple installment invoices. All these invoices will need to be put against the existing PO in your Simpro.

How does this feature work?

Option 1: Add “EB:PROGRESS” in the Private Note when you create a PO in Simpro

• Create PO in Simpro with a line item that has a total amount for the order, and enter “EB_PROGRESS” (case sensitive) in the Private Notes.

• Go to EzzyBills and upload your first progress invoice. EzzyBills will automatically extract the PO number from the invoice, match it with the corresponding PO. On the existing PO, EzzyBills will 1) add the new line with amount equal to the invoice amount, 2)reduce the amount on the original line by this invoice amount. This way, it will ensure the total order amount remains unchanged.

[Screenshot: The PO after receipting the 1st progress invoice of $3000]

• You can continue uploading future invoices against this PO until the original first line amount reaches zero. EzzyBills create receipts for all invoices that have been uploaded against this PO and attach the invoice files as well.

Option 2: Create a special workflow for processing progress invoices in EzzyBills

In this option, you do not need to enter text “EB:PROGRESS” on the PO in Simpro. Rather you will create a new workflow to process progress invoices. In the workflow, you will add a setting to the workflow task “Simpro Export”, telling EzzyBills that document will be processed as a progress invoice.

How to set up a progress invoice workflow:

Follow the steps below:

1. Duplicate the existing Simpro PO Matching workflow in your EzzyBills: go to Workflows > Find the “SIMPRO_POCHECK” workflow, and duplicate it

2. Edit this new workflow and rename it to “Progress” or something similar, and click the “Simpro Export” workflow task in the middle of the editing window, and click “Settings”.

[Screenshot below: Paste the text into the “Simpro Export” task setting. Click Save Settings. ]

In the screenshot above, find the setting text box for the task “Simpro Export”, and copy the text below and paste it there. And then click Save Settings.

{
  "state": 270,
  "keywords": [
    {
      "name": "progressOrder",
      "value": "true"
    }
  ]
}

3. Find the unique upload email address for this new workflow

On the main “Workflows” page in EzzyBills, you will find the unique upload email for this new workflow. It should be like this:

your_EzzyBills_UserName.workflow.Progress@ezzybills1.com. You can use this email address to upload progress invoices.

How to use the progress invoice workflow?

• Create a PO in Simpro without adding any private note.
• Upload progress invoices. Either 1) Login EzzyBills, upload via “Advanced Upload” (screenshot below), or 2) use the special email address for this workflow (see details in the step 3 in the workflow set up section above).

[screenshot below: use the “Advanced Upload”]