Bill.com MEM Integration User Guide

Bill.com MEM Integration product page

The Bill.com MEM Integration connects Business Central to Bill.com for multi-entity accounts payable. It imports bills and payments, creates purchase invoices and payment journal lines, and synchronizes vendors, G/L accounts, departments, and locations.

The integration works with Binary Stream Multi-Entity Management (MEM). Each Bill.com organization is linked to one entity through a Global Dimension 1 value, and all synchronization runs per organization.

Grant access to the integration

Goal: Give a user the permissions required to use the Bill.com MEM Integration.

Prerequisites:

• Ability to assign permission sets to users.
• The Binary Stream Multi-Entity Management extension is installed, and the Bill.com MEM Integration app is registered with a valid license.

Steps:

1. Choose the search icon, enter Permission Sets, and open the page.
2. Locate the permission set Bill.com PS BLD.
3. Assign Bill.com PS BLD to each user who will operate the integration.

Expected result: The user can open the Bill.com pages and run the integration actions described in this guide.

Connect Business Central to Bill.com

Goal: Enter the Bill.com API credentials and endpoints so Business Central can communicate with Bill.com.

Prerequisites:

• The Bill.com PS BLD permission set.
• Your Bill.com API user name, API password, developer key, and endpoint URLs.

Steps:

1. Choose the search icon, enter Bill.com MEM Integration Setup, and open the page.
2. On the Bill.com API Credentials FastTab, in the API User field, enter the Bill.com API user name.
3. In the API Password field, enter the API password. The value is masked and stored as a secret.

API Password stored successfully.

4. In the API Developer Key field, enter the developer key. The value is masked and stored as a secret.

API Developer Key stored successfully.

5. On the Bill.com API URL FastTab, in the API Base URL field, enter the Bill.com API base URL.
6. In the V2 Bills API URL field, enter the Bill.com V2 Bills endpoint URL. See the configuration note below.
7. In the API Organization URL field, enter the organization list endpoint URL.
8. Choose Sync License.

Configuration notes:

• V2 Bills API URL: When this field is filled, bill import uses the Bill.com V2 Bills API, which imports only bills with approval status Approved and includes the Bill.com GL posting date on each bill. The Bill.com V3 API cannot filter or return approval status, so the V2 Bills API is the supported way to limit the import to approved bills.

Important

If V2 Bills API URL is left blank, bill import brings in bills regardless of their approval status in Bill.com, the Bill.com Approval Status field stays Unassigned, and the GL Posting Date field stays empty.

Expected result: The credentials are stored, and the license is synchronized.

Import organizations and set sync options

Goal: Import the Bill.com organizations and choose which data each organization synchronizes.

Prerequisites:

• The connection task completed (credentials and URLs entered, license synced).
• A Global Dimension 1 value exists for each entity you will link to a Bill.com organization.

Steps:

1. Open the Bill.com MEM Integration Setup page.
2. On the Bill.com Organizations list, choose Fetch Organization Data. This imports organizations, accounts, locations, departments, and vendors in one run, with a progress window for each step.
3. For each organization row, set the Dimension 1 Code field to the Global Dimension 1 value of the entity that the organization belongs to.
4. Set the Bank Account field to the bank account used for the organization’s payments.
5. Turn Sync Vendors on or off to control vendor synchronization for the organization.
6. Turn Sync Purchase Invoices on or off to control bill import and purchase invoice creation.
7. Turn Sync Payments on or off to control payment import.
8. Turn Payment Applications on or off to control whether imported payments are applied for the organization.
9. Turn Sync G/L Accounts, Sync Departments, and Sync Locations on or off as required.

Note

The Dimension 1 Code column caption reflects the name of your Global Dimension 1, followed by “Code”. For example, if your Global Dimension 1 is named ENTITY, the column shows “ENTITY Code”.

Note

Sync Credit Memos and Sync Payment Voids are reserved for a future release. Their settings have no effect in this version.

Important

If any sync option is on and Dimension 1 Code is empty, the organization is skipped during the sync and an error is written to the Bill.com logs. The sync uses Dimension 1 Code to identify which Bill.com organization it is working with, so every sync option requires it.

Note

Sync Locations is turned on for organizations imported after Location Sync was installed. Organizations that already existed keep it off. Turn it on for each existing organization that should synchronize locations.

Expected result: The list shows the imported organizations with their Organization ID and Organization Name, and each organization carries the sync options you set. New organizations start with all sync options turned on. Re-running Fetch Organization Data keeps the options you configured. The Accounts, Departments, and Locations columns show how many records of each type exist for the organization.

Configure sync options

Goal: Set the options that control how data is matched and processed during synchronization.

Prerequisites:

• Organizations imported.
• A dimension for departments exists if you plan to synchronize departments.
• A dimension for locations exists if you plan to synchronize locations.

Steps:

1. Open the Bill.com MEM Integration Setup page.
2. On the Bill.com Sync Options FastTab, set the Sync Start Date field to the earliest date from which bills and payments should be imported.
3. Set the Department Dimension Code field to the dimension whose values represent departments.
4. Set the Location Dimension Code field to the dimension whose values represent locations.
5. Set the remaining options on the FastTab as needed. See the configuration notes.
6. To name payment journal batches by entity, make sure Create New Journal Batch is on, then turn on Use Dimension 1 for Payment Journal Batch Name.

Configuration notes:

• Sync Start Date: Bills are imported when their Bill.com updated time is on or after this date. Payments are imported when their process date is between this date and today. After each sync, the date advances to the current date automatically.
• Department Dimension Code: During import, a Bill.com department is linked to the dimension value whose code matches the department’s short name. The linked value appears in the BC Dimension Value Code field on the Bill.com Departments page.
• Location Dimension Code: During import, a Bill.com location is linked to the dimension value whose code matches the location’s short name. The linked value appears in the BC Dimension Value Code field on the Bill.com Locations page. This dimension must be different from the one in Department Dimension Code. If you change this field while linked locations exist, Business Central asks you to confirm, and the existing links are left as they are.
• Use Short Name as Lookup: When on, department and location matching uses the Bill.com short name directly instead of the dimension mapping.
• Sync All Vendors to Selected Organizations: When on, every vendor synchronizes to each organization that has Sync Vendors on, without filters and without MEM Master Security restrictions. Leave off to control vendor assignment per entity.
• Sync All Accounts to Selected Organizations: The same behavior, for G/L accounts.
• Allow Connected Vendors Sync: When on, changes can be sent to vendors whose Network Status in Bill.com is Connected. When off, staged changes for connected vendors are skipped with a log entry.
• Apply Payments In Sync: When on, unapplied payments are searched and applied during each sync.
• Payment Applied Status Editable: When on, users can manually edit the Payment Applied field on the payment pages. Manual changes are written to the Bill.com logs.
• Use Dimension 1 for Payment Journal Batch Name: When on, each organization’s payments go to a journal batch named with the New Journal Batch Prefix followed by the organization’s Dimension 1 code, and the batch is balanced to the organization’s bank account. Turning Create New Journal Batch off also turns this option off.

Expected result: The sync options are saved and take effect on the next sync.

Map Bill.com disbursement types to payment methods

Goal: Assign a Business Central payment method to each Bill.com disbursement type.

Prerequisites:

• Payment methods exist in Business Central.

Steps:

1. Open the Bill.com MEM Integration Setup page.
2. Go to the Payment Method Mapping FastTab. The list of disbursement types is created automatically the first time the page opens: CHECK, ACH, RPPS, PAYPAL, OFFLINE, INTERNATIONAL_E_PAYMENT, AMEX, VIRTUAL_CARD, WALLET, CREDIT_CARD, and UNDEFINED.
3. For each Bill.com Disbursement Type row, set the Business Central Payment Method field.

Note

If a payment arrives with a disbursement type that has no mapped payment method, the payment journal line is created without a payment method and an error is written to the Bill.com logs.

Expected result: Each disbursement type maps to a payment method, which is used when payment journal lines are created.

Review imported master data and fetch vendors

Goal: Confirm that Bill.com accounts, departments, locations, and vendors imported correctly.

Prerequisites:

• Fetch Organization Data completed.

Steps:

1. Choose the search icon, enter Bill.com Accounts, and open the page. Confirm the G/L Account No. and Account Type values for each account.
2. Choose the search icon, enter Bill.com Departments, and open the page. Confirm the BC Dimension Value Code values. For departments where the field is empty, see “Link Bill.com departments to dimension values”.
3. Choose the search icon, enter Bill.com Locations, and open the page. Confirm the BC Dimension Value Code values. For locations where the field is empty, see “Link Bill.com locations to dimension values”.
4. To re-import vendors on demand, choose the search icon, enter Bill.com Vendors, open the page, and choose Fetch Vendors.

Configuration notes:

• Fetch Vendors imports vendors only for organizations that have Sync Vendors turned on.
• An imported vendor is matched to a Business Central vendor when its Bill.com Short Name equals a vendor number, or when its Name exactly matches a vendor name. The match appears in the BC Vendor No. field.

Expected result: The Bill.com Accounts, Bill.com Departments, Bill.com Locations, and Bill.com Vendors pages show the imported records with their organization names.

Link Bill.com departments to dimension values

Goal: Connect each imported Bill.com department to the Business Central dimension value that represents it, so that changes to the dimension value can be sent to Bill.com.

Prerequisites:

• Department Dimension Code is set on the Bill.com MEM Integration Setup page.
• Fetch Organization Data completed at least once.

Steps:

1. Choose the search icon, enter Bill.com Departments, and open the page.
2. Note the Department Short Name of each department whose BC Dimension Value Code is empty.
3. For each of those departments, create a dimension value under the dimension named in Department Dimension Code. Set Code to the department’s Department Short Name and Name to the department’s Department Name.
4. The Proposed Bill.com Sync Changes page opens with Proposed Sync Action set to Added, because no department is linked to the new dimension value yet. Close the page without choosing Confirm & Stage.
5. Open the Bill.com MEM Integration Setup page and, on the Bill.com Organizations list, choose Fetch Organization Data.
6. Return to the Bill.com Departments page and confirm that BC Dimension Value Code is filled for those departments.
7. Choose the search icon, enter Proposed Bill.com Sync Changes, and open the page. For each row left over from step 4, either delete the row, or set Proposed Sync Action to Updated and choose Confirm & Stage.

Configuration notes:

• A department is linked only during import, and only when a dimension value with a matching code already exists. Creating the dimension value after an import does not link it. Run Fetch Organization Data again.
• A department whose BC Dimension Value Code is empty is never sent to Bill.com, and dimension value changes do not affect it.
• The same dimension value links to a department in every organization that uses that short name.

Important

Do not choose Confirm & Stage on a row that still shows Added after the department has been linked. The sync would send a create request for a department that already exists in Bill.com. Set Proposed Sync Action to Updated first, or delete the row.

Expected result: Each Bill.com department that has a matching dimension value shows that value in BC Dimension Value Code.

Link Bill.com locations to dimension values

Goal: Connect each imported Bill.com location to the Business Central dimension value that represents it, so that changes to the dimension value can be sent to Bill.com.

Prerequisites:

• Location Dimension Code is set on the Bill.com MEM Integration Setup page.
• Fetch Organization Data completed at least once.

Steps:

1. Choose the search icon, enter Bill.com Locations, and open the page.
2. Note the Location Short Name of each location whose BC Dimension Value Code is empty.
3. For each of those locations, create a dimension value under the dimension named in Location Dimension Code. Set Code to the location’s Location Short Name and Name to the location’s Location Name.
4. The Proposed Bill.com Sync Changes page opens with Proposed Sync Action set to Added, because no location is linked to the new dimension value yet. Close the page without choosing Confirm & Stage.
5. Open the Bill.com MEM Integration Setup page and, on the Bill.com Organizations list, choose Fetch Organization Data.
6. Return to the Bill.com Locations page and confirm that BC Dimension Value Code is filled for those locations.
7. Choose the search icon, enter Proposed Bill.com Sync Changes, and open the page. For each row left over from step 4, either delete the row, or choose Confirm & Stage to send the name to Bill.com on the next sync.

Configuration notes:

• A location is linked only during import, and only when a dimension value with a matching code already exists. Creating the dimension value after an import does not link it. Run Fetch Organization Data again.
• A location whose BC Dimension Value Code is empty is never sent to Bill.com, and dimension value changes do not affect it.
• The same dimension value links to a location in every organization that uses that short name.
• A change proposed as Added for a location that is already linked and already has a Bill.com Location ID is sent as an update, so confirming the row left over from step 4 does not create the location a second time.

Important

Do not choose Confirm & Stage on a row that shows Added before you have run Fetch Organization Data. Staging stops with an error naming the existing location and asking you to run Fetch Organization Data first.

Expected result: Each Bill.com location that has a matching dimension value shows that value in BC Dimension Value Code.

Stage a vendor change for Bill.com

Goal: Record a new or changed vendor as a proposed change so it can be sent to Bill.com.

Prerequisites:

• The vendor exists in Business Central.
• A Global Dimension 1 Code is defined in General Ledger Setup.

Steps:

1. Open the Vendor Card for the vendor.
2. Choose Stage for Bill.com Sync.

Note

When the proposed change is later confirmed, vendors with an empty Address, City, County, Post Code, or Vendor Posting Group are skipped with a log entry. Complete these fields before staging.

Expected result: A proposed change is created and the Proposed Bill.com Sync Changes page opens.

Stage a G/L account for Bill.com

Goal: Record a G/L account as a proposed change so it can be sent to the Bill.com chart of accounts.

Prerequisites:

• The G/L account exists in Business Central.
• A Global Dimension 1 Code is defined in General Ledger Setup.

Steps:

1. Open the G/L Account Card for the account.
2. In the Bill.com Account Type field, select the Bill.com account category, for example Expense, Bank, or Accounts Payable.
3. Choose Stage for Bill.com Sync.

If Bill.com Account Type is empty, the action stops with this message:

Please select Bill.com Account Type before staging for sync.

Expected result: A proposed change is created and the Proposed Bill.com Sync Changes page opens.

Add a new department to Bill.com

Goal: Create a department in Business Central and send it to Bill.com as a new department.

Prerequisites:

• Department Dimension Code is set on the Bill.com MEM Integration Setup page.
• Sync Departments is on for at least one organization on the Bill.com Organizations list, and that organization has a Dimension 1 Code.
• No department with the same short name already exists in those organizations. Check the Department Short Name column on the Bill.com Departments page. If one exists, link it instead. See “Link Bill.com departments to dimension values”.

Steps:

1. Choose the search icon, enter Dimensions, and open the page.
2. Select the dimension named in Department Dimension Code on the Bill.com MEM Integration Setup page.
3. Choose Dimension Values.
4. Create a dimension value. In the Code field, enter the short name the department will have in Bill.com.
5. In the Name field, enter the department name as it should appear in Bill.com.
6. The Proposed Bill.com Sync Changes page opens. If it opened before you entered the Name, close it, enter the name, then choose the search icon, enter Proposed Bill.com Sync Changes, and open the page.
7. Confirm that Record Name shows the department name you entered and that Proposed Sync Action is Added. One row appears for each organization that has Sync Departments on.
8. Clear the Selected field on any organization that should not receive the department.
9. Choose Confirm & Stage.

(number) records have been staged for Bill.com synchronization.

10. Run a sync. See “Run a Bill.com sync”.

Configuration notes:

• The dimension value Code becomes the Department Short Name in Bill.com, and the dimension value Name becomes the Department Name.
• A proposed change is created for every organization that has Sync Departments on, so one new dimension value can create the department in more than one Bill.com organization.
• Enter the Name before you choose Confirm & Stage. The proposed change is created as soon as the dimension value row is created, and the department is sent to Bill.com with whatever name the dimension value holds at the moment you confirm.

If no organization has Sync Departments on, no proposed change is created and this message is shown:

Department (code) - (name) is not required to stage for Bill.com Sync. Because no Bill.com Organizations are configured for Department sync.

Important

If an organization already has a department with that short name and that department is not linked to the dimension value, the sync creates a second department in Bill.com with the same short name. Link the existing department before you stage the change. See “Link Bill.com departments to dimension values”.

Expected result: The Bill.com Departments page shows one row per organization, with Department Short Name set to the dimension value code, Department Name set to the dimension value name, Last Sync Action set to Added, and Synced with Bill.com turned off. Until the sync runs, Bill.com Department ID shows the short name. After the sync, Bill.com Department ID shows the ID that Bill.com assigned, Synced with Bill.com is on, Last Sync Action is blank, Bill.com Sync ID shows the sync that sent the department, and Bill.com Created Time and Bill.com Updated Time show the times Bill.com recorded.

Change a department name in Bill.com

Goal: Change the name of an existing Bill.com department by changing the name of the Business Central dimension value linked to it.

Prerequisites:

• The department is linked to a dimension value. Its BC Dimension Value Code on the Bill.com Departments page is filled. See “Link Bill.com departments to dimension values”.
• Sync Departments is on for the organization, and the organization has a Dimension 1 Code.

Steps:

1. Choose the search icon, enter Dimensions, and open the page.
2. Select the dimension named in Department Dimension Code on the Bill.com MEM Integration Setup page.
3. Choose Dimension Values.
4. Select the dimension value whose Code matches the BC Dimension Value Code of the department.
5. In the Name field, enter the new department name.
6. The Proposed Bill.com Sync Changes page opens.
7. Confirm that Proposed Sync Action is Updated. One row appears for each organization that has Sync Departments on.
8. Clear the Selected field on any organization whose department should keep its current name.
9. Choose Confirm & Stage.
10. Run a sync. See “Run a Bill.com sync”.

Configuration notes:

• Change the department name by changing the name of the dimension value, not by editing the Department Name field on the Bill.com Departments page. The sync reads the name from the dimension value.
• A proposed change is created for every organization that has Sync Departments on, so one change can rename the department in more than one Bill.com organization.
• If Proposed Sync Action shows Added instead of Updated, the department in that organization is not linked to the dimension value. Close the page, link the department, then set Proposed Sync Action to Updated on the row and choose Confirm & Stage. See “Link Bill.com departments to dimension values”.
• If Proposed Sync Action shows Restored, the department is archived in Bill.com. See “Archive and restore a department or location”.
• The Department Short Name in Bill.com comes from the dimension value Code. Changing only the Name leaves the short name as it is.

Expected result: The Bill.com Departments page shows Department Name set to the new name, Last Sync Action set to Updated, and Synced with Bill.com turned off. After the sync, Synced with Bill.com is on, Last Sync Action is blank, Bill.com Sync ID shows the sync that sent the change, and Bill.com Updated Time shows the time Bill.com recorded it.

Add a new location to Bill.com

Goal: Create a location in Business Central and send it to Bill.com as a new location.

Prerequisites:

• Location Dimension Code is set on the Bill.com MEM Integration Setup page.
• Sync Locations is on for at least one organization on the Bill.com Organizations list, and that organization has a Dimension 1 Code.
• No location with the same short name already exists in those organizations. Check the Location Short Name column on the Bill.com Locations page. If one exists, link it instead. See “Link Bill.com locations to dimension values”.

Steps:

1. Choose the search icon, enter Dimensions, and open the page.
2. Select the dimension named in Location Dimension Code on the Bill.com MEM Integration Setup page.
3. Choose Dimension Values.
4. Create a dimension value. In the Code field, enter the short name the location will have in Bill.com.
5. In the Name field, enter the location name as it should appear in Bill.com.
6. The Proposed Bill.com Sync Changes page opens. If it opened before you entered the Name, close it, enter the name, then choose the search icon, enter Proposed Bill.com Sync Changes, and open the page.
7. Confirm that Record Name shows the location name you entered and that Proposed Sync Action is Added. One row appears for each organization that has Sync Locations on.
8. Clear the Selected field on any organization that should not receive the location.
9. Choose Confirm & Stage.

(number) records have been staged for Bill.com synchronization.

10. Run a sync. See “Run a Bill.com sync”.

Configuration notes:

• The dimension value Code becomes the Location Short Name in Bill.com, and the dimension value Name becomes the Location Name.
• A proposed change is created for every organization that has Sync Locations on, so one new dimension value can create the location in more than one Bill.com organization.
• Enter the Name before you choose Confirm & Stage. The proposed change is created as soon as the dimension value row is created, and the location is sent to Bill.com with whatever name the dimension value holds at the moment you confirm.
• If Use Short Name as Lookup is off, a warning is written to the Bill.com logs asking you to review the location name before syncing. The warning does not stop the sync.

If no organization has Sync Locations on, no proposed change is created and this message is shown:

Location (code) - (name) is not required to stage for Bill.com Sync. Because no Bill.com Organizations are configured for Location sync.

If an organization already has a location with that short name, Confirm & Stage stops with this error:

Dimension value (code) cannot be added as a new Bill.com Location because organization (organization name) already has a location with the short name (short name) (Bill.com Location ID (ID)). Run Fetch Organization Data to link that location to the dimension value, then stage the change again.

If another location in the same organization is already staged under the same short name, Confirm & Stage stops with this error:

Location (code) cannot be staged because location (short name) ((name)) in organization (organization name) already uses (short name) as its Bill.com Location ID.

In both cases the proposed change stays in the list, so you can correct the cause and choose Confirm & Stage again.

Expected result: The Bill.com Locations page shows one row per organization, with Location Short Name set to the dimension value code, Location Name set to the dimension value name, Last Sync Action set to Added, and Synced with Bill.com turned off. Until the sync runs, Bill.com Location ID shows the short name. After the sync, Bill.com Location ID shows the ID that Bill.com assigned, Synced with Bill.com is on, Last Sync Action is blank, Bill.com Sync ID shows the sync that sent the location, and Bill.com Created Time and Bill.com Updated Time show the times Bill.com recorded.

Change a location name in Bill.com

Goal: Change the name of an existing Bill.com location by changing the name of the Business Central dimension value linked to it.

Prerequisites:

• The location is linked to a dimension value. Its BC Dimension Value Code on the Bill.com Locations page is filled. See “Link Bill.com locations to dimension values”.
• Sync Locations is on for the organization, and the organization has a Dimension 1 Code.

Steps:

1. Choose the search icon, enter Dimensions, and open the page.
2. Select the dimension named in Location Dimension Code on the Bill.com MEM Integration Setup page.
3. Choose Dimension Values.
4. Select the dimension value whose Code matches the BC Dimension Value Code of the location.
5. In the Name field, enter the new location name.
6. The Proposed Bill.com Sync Changes page opens.
7. Confirm that Proposed Sync Action is Updated. One row appears for each organization that has Sync Locations on.
8. Clear the Selected field on any organization whose location should keep its current name.
9. Choose Confirm & Stage.
10. Run a sync. See “Run a Bill.com sync”.

Configuration notes:

• Change the location name by changing the name of the dimension value, not by editing the Location Name field on the Bill.com Locations page. The sync reads the name from the dimension value.
• A proposed change is created for every organization that has Sync Locations on, so one change can rename the location in more than one Bill.com organization.
• If Proposed Sync Action shows Added instead of Updated, the location in that organization is not linked to the dimension value. Close the page, link the location, then choose Confirm & Stage. A change proposed as Added for a location that is already linked and already has a Bill.com Location ID is sent as an update, so the location is not created a second time. See “Link Bill.com locations to dimension values”.
• If Proposed Sync Action shows Restored, the location is archived in Bill.com. See “Archive and restore a department or location”.
• The Location Short Name in Bill.com comes from the dimension value Code. Changing only the Name leaves the short name as it is.
• If Use Short Name as Lookup is off, a warning is written to the Bill.com logs asking you to review the location name before syncing. The warning does not stop the sync.

Expected result: The Bill.com Locations page shows Location Name set to the new name, Last Sync Action set to Updated, and Synced with Bill.com turned off. After the sync, Synced with Bill.com is on, Last Sync Action is blank, Bill.com Sync ID shows the sync that sent the change, and Bill.com Updated Time shows the time Bill.com recorded it.

Archive and restore a department or location

Goal: Archive a Bill.com department or location that is no longer used, or restore one that is archived.

Prerequisites:

• The department or location is linked to a dimension value. Its BC Dimension Value Code is filled on the Bill.com Departments or Bill.com Locations page.
• Sync Departments or Sync Locations is on for the organization, and the organization has a Dimension 1 Code.

Steps to archive:

1. Choose the search icon, enter Dimensions, and open the page.
2. Select the dimension named in Department Dimension Code or Location Dimension Code on the Bill.com MEM Integration Setup page.
3. Choose Dimension Values.
4. Select the dimension value and delete it.
5. The Proposed Bill.com Sync Changes page opens with Proposed Sync Action set to Archived.
6. Choose Confirm & Stage.
7. Run a sync. See “Run a Bill.com sync”.

Steps to restore:

1. Choose the search icon, enter Dimensions, and open the page.
2. Select the dimension named in Department Dimension Code or Location Dimension Code.
3. Choose Dimension Values.
4. Select the dimension value that the archived department or location is linked to.
5. Change the Name field.
6. The Proposed Bill.com Sync Changes page opens with Proposed Sync Action set to Restored.
7. Choose Confirm & Stage.
8. Run a sync. See “Run a Bill.com sync”.

Configuration notes:

• Restoring requires the dimension value to still exist and to be linked. If you deleted the dimension value in order to archive the record, re-creating it proposes Added, not Restored.
• You can change Proposed Sync Action on a row before you choose Confirm & Stage if the proposed action is not the one you want. The options are Added, Updated, Archived, and Restored.

Expected result: On the Bill.com Departments or Bill.com Locations page, Archived is turned on when you choose Confirm & Stage for an archive, and turned off when you choose Confirm & Stage for a restore. Last Sync Action shows Archived or Restored and Synced with Bill.com is off until the sync runs. After the sync, Synced with Bill.com is on, Last Sync Action is blank, and Bill.com Sync ID shows the sync that sent the change.

Review and confirm proposed sync changes

Goal: Review proposed vendor, account, department, and location changes and stage the selected ones for the next sync.

Prerequisites:

• One or more proposed changes exist. Changes are created by the Stage for Bill.com Sync actions, by changes to dimension values under the Department Dimension Code or the Location Dimension Code, and by assigning or removing vendors on the MEM Master Security Card.

Steps:

1. Choose the search icon, enter Proposed Bill.com Sync Changes, and open the page. The page also opens automatically after a staging action, and when you close the MEM Master Security Card while proposed changes exist.
2. Review the Table, Record No., Record Name, Dimension Code, Dimension Name, Monitored Dimension Code, Proposed Sync Action, and Bill.com Organization Name columns. All rows are selected when the page opens.

Note

Dimension Code and Dimension Name are filled only for vendor and G/L account rows, where they show the Global Dimension 1 value that the change applies to. They are blank for department and location rows.

Note

For a dimension value change, Monitored Dimension Code shows whether the row is a department change or a location change. A department value and a location value that share the same code produce separate rows.

3. Change the Proposed Sync Action field on a row if the suggested action is not what you want. The options are Added, Updated, Archived, and Restored.
4. Use the Selected field, or the Select All and Unselect All actions, to choose the rows to include.
5. Choose Confirm & Stage.

Expected result: The selected changes are staged for the next sync and removed from the list, and this message is shown:

(number) records have been staged for Bill.com synchronization.

The staged records appear on the Bill.com Vendors, Bill.com Accounts, Bill.com Departments, or Bill.com Locations page with Synced with Bill.com turned off until a sync sends them.

Run a Bill.com sync

Goal: Synchronize data with Bill.com and record the result as a sync entry.

Prerequisites:

• The connection, organization, and sync option tasks completed.
• Any changes you want to send are staged.

Steps:

1. Choose the search icon, enter Bill.com MEM Integration Syncs, and open the page.
2. Choose Start New Sync. The Bill.com MEM Integration Sync card opens and a new sync entry is created.
3. Choose Sync with Bill.com.
4. When the sync finishes, review the Bill.com Logs, Bill.com Vendors Synced, Bill.com Accounts Synced, Bill.com Departments Synced, Bill.com Locations Synced, Bill.com Bills Synced, and Bill.com Payments Synced sections on the card.

Note

Opening the sync card creates a sync entry with status Pending even if you close the card without running the sync.

Expected result: For each organization, the sync sends staged vendors, accounts, departments, and locations, imports bills and creates purchase invoices, and imports payments and creates payment journal lines, according to the organization’s sync options. The Bill.com Sync Status is set to Completed, or to Error if the sync fails. The Sync Start Date on the setup page advances to today. On the Bill.com MEM Integration Syncs page, the Locations Synced column shows how many locations the sync sent.

Review imported bills and reprocess a bill

Goal: Review imported bills and mark a bill to be imported and processed again.

Prerequisites:

• A sync has imported bills.

Steps:

1. Choose the search icon, enter Bill.com Bills, and open the page.
2. Review the Bill ID, Vendor Name, Amount, Invoice Number, Payment Status, Bill.com Approval Status, and Imported In BC fields.
3. To view the lines of a bill, choose the value in the Bill.com Lines field. The Bill.com Bill Lines page opens.
4. To reprocess a bill, select a single bill and choose Mark for Reprocess.

Note

Bill.com Approval Status is filled only when the V2 Bills API URL is configured. On the standard import path the field stays Unassigned, because the Bill.com V3 API does not provide approval status.

Configuration notes:

• Mark for Reprocess works on one bill at a time. If more than one bill is selected, a message asks you to select only one record. If the bill is already marked for reprocess, an error is shown.

Expected result: A copy of the bill and its lines is created with a reprocess marker, the original bill and lines are removed, and this message confirms the action:

Bill (invoice number) marked for reprocess.

The next sync creates the purchase invoice again from the copied bill.

Apply an imported payment

Goal: Apply an imported Bill.com payment to open vendor ledger entries.

Prerequisites:

• The payment is imported and a payment journal line exists for it. The sync creates the journal line with the External Document No. equal to the payment’s Confirmation Number.

Steps:

1. Choose the search icon, enter Bill.com Unapplied Payments, and open the page. You can also open it from the Bill.com Payments page with the View Unapplied Payments action.
2. Review the Vendor Name, Bill.com Payment Amount, Confirmation Number, Process Date, Status, and Bill ID fields. The Payment Journal Details FactBox shows the matching journal line.
3. Select the payment to apply.
4. Choose Apply Payment to apply the selected payment, or choose Apply All Payments to process the unapplied payments of every organization.
5. Choose Refresh to update the list.

Configuration notes:

• When Payment Applied Status Editable is on in setup, you can set the Payment Applied field manually. The change is written to the Bill.com logs and confirmed with a message.

Expected result: When a matching journal line is found and applied, the payment leaves the list and this message is shown:

Payment (confirmation number) has been applied successfully

If no journal line matches the confirmation number, an error names the confirmation number. If applying fails, the Bill.com Logs page opens with the related entries.

Auto apply a payment journal line

Goal: Apply a vendor payment journal line to open vendor ledger entries directly from the Payment Journal.

Prerequisites:

• A payment journal line with Account Type Vendor.

Steps:

1. Open the Payment Journal.
2. Select the vendor payment line.
3. Choose Auto Apply.

Expected result: The journal line is applied to matching open vendor ledger entries. When it is applied, the Payment Applied field on the related Bill.com payment record is turned on.

Compare vendor data between Bill.com and Business Central

Goal: Find vendors whose Bill.com data differs from their Business Central data.

Prerequisites:

• Vendors imported from Bill.com and matched to Business Central vendors.

Steps:

1. Choose the search icon, enter Bill.com Vendor Differences, and open the page.
2. Review the paired columns: Bill.com Name and BC Name, Bill.com Address and BC Address, Bill.com Payment Term ID and BC Payment Terms, Bill.com Tax ID and BC Federal ID, Bill.com Email and BC Email, and Bill.com Phone and BC Phone. A Business Central value is highlighted when it differs from the Bill.com value.
3. Choose Show Only Differences to filter the list to vendors with differences.
4. Choose Show All to remove the filter.
5. Choose Refresh Differences to update the comparison.
6. To open a vendor, choose the value in the BC Vendor No. field.

Expected result: The page shows Bill.com and Business Central values side by side. The page is for review only; to correct a difference, update the vendor in Business Central and stage the change, or update the vendor in Bill.com.

Review process logs and API error logs

Goal: Review integration activity and diagnose API errors.

Prerequisites:

• The Bill.com PS BLD permission set.

Steps:

1. To review activity for one sync, open the Bill.com MEM Integration Syncs page, select the sync, and choose View Logs. To review all activity, open the Bill.com MEM Integration Setup page and choose View Logs.
2. On the Bill.com Logs page, review the Log DateTime, Log Type, Log Action, Log Description, Organization, Entity ID, and Log User Full Name fields. Error rows are highlighted.
3. To review failed API calls, choose API Logs on the Bill.com MEM Integration Syncs page, or choose the search icon and enter Bill.com API Error Logs.
4. Select an entry and choose View Details. The Bill.com API Error Log Details page opens with the General, Request Details, and Response Details sections.

Expected result: You can see the process log entries for each operation and the request and response details for each failed API call.

Archive a sync record

Goal: Archive a sync entry so it no longer appears in the sync list.

Prerequisites:

• At least one sync entry exists.

Steps:

1. Choose the search icon, enter Bill.com MEM Integration Syncs, and open the page.
2. Select the sync entry to archive.
3. Choose Archive Sync.

Expected result: The Archived field is set to Archived and this message is shown:

The sync (sync ID) has been archived.

The entry no longer appears when the page opens, because the list shows only open sync entries.