Create and Submit Bills

On the Job Billing Dashboard, you can create and submit bills for approval.

The Job Billing Dashboard in Vista Web is a simplified version of Vista JB Progress Billing.
Note: Only users who have been set up in Vista VA User Profile and assigned job billing permissions in the portal can create, edit, or submit bills.
  1. Go to Financial Controls > Job Billing > Job Billing Dashboard.
  2. To create a new bill, select Create Bill.
  3. In the Initialize Bill window, make specific selections for the bill, including the Contract or Process Group, the Bill Initialization Options, and the Item Bill Group.

    When finished, select Create.

    This generates and opens the new progress bill. The bill will also appear in Vista’s JB Progress Billing.
    • The Bill Month defaults to the last opened bill month. Users will not be able to select a bill month that has been closed.
    • Contract items added to your bill are dependent on the Bill Initialization Option selected. If your contract only has Bill Type B-Both and you select P for Progress Items Only, your bill will not have any contract items.
    • The user's VA User Name is entered in the Created By field in the JB Progress Billing form in Vista.

      If the user does not have a VA User Profile, or the profile does not have the user's PR Company and Employee number entered, the Created By field will default to KDSUser.

  4. To view and edit a bill, select the bill from the grid.
    • If you update the % Complete or This Bill Units, corresponding columns update.
    • If you update SM Purchased or SM Installed, the Net Invoice SM and SM Retainage columns update.
    • For items with a lump sum (LS) unit of measure, update the progress by entering a new % Complete or the This Bill WC Amount. When one field is changed, the other two automatically recalculate.
    • You can also edit the SM Previous column (if your admin enabled the Vista JB Company Parameters setting Allow Changes to Previous and Contract Amounts).
    • For items with units, you can update progress by changing amounts in the % Complete, This Bill Units, or This Bill WC Amount fields.
      Note: Stored materials purchased (SM Purchased) for a contract item increase the total, whereas installed stored materials (SM Installed) decrease the total.
  5. Select the Actions dropdown to update Shipping Info, Edit Notes, and add Attachments.

    If you have the permissions, you can also Delete the bill from the Actions dropdown.

  6. To see the reviewers once the bill is submitted, select View Workflow.
  7. When the bill is ready for review, select Submit for Approval.
    • When submitted, the bill will be marked as Ready For Review in Vista's JB Progress Billing with the User ID (VA User Name) and Date.
    • Users assigned as job billing reviewers with Progress Billing permissions in the portal will be able to approve on the Job Billing Review page: Approval > Job Billing Review.
    • If you are a reviewer of a bill, you will be able to select Approve or Reject on the Billing Details page.
Once a bill has been submitted, reviewers can Approve or Reject Bills.