Only users assigned an Admin or Finance role in EZAT can make changes on the invoice tab.
Navigate to the Invoices tab.
To review or complete the invoice, click on the trip number to open the invoice form.
To open the original trip request form in a new tab, click on the trip number in the trip summary at the top of the form.
The invoice form has tabs for each category of potential costs associated with a trip.
- Staff Costs: Any costs associated with driver assignment.
- Travel Costs: Any costs associated with the vehicle or mileage.
- Additional Costs: These are custom costs that your district can set.
Staff Costs
To add costs associated with a driver, ensure you are on the Staff Costs tab of the invoice form and click + New Line.
Then, fill out the form. The date will automatically populate based on the trip request information.
To calculate total hours, select the driver's start and end times. Click on the boxes labeled Start Time and End Time, then adjust the data to the correct times.
Once these fields are complete, the Total Hours will automatically populate.
Typically, the RateType and Hourly Rate will pull in from the driver rate on setup tables.
Other settings may affect these fields. This article explains more.
Additionally, if the driver took an unpaid break that needs to be calculated in the invoice, that can be added.
Once all relevant form information is complete, click Save.
After clicking Save, the system will automatically update the affected values.
Travel Costs
To add travel costs, please ensure you are on the Travel Costs tab of the invoice form.
You can use the dropdown to determine if the form needs to be filled using estimated or actual mileage.
- Estimated Mileage: The system uses mapping information to calculate mileage for the trip.
- Actual Mileage: The system uses odometer readings to calculate mileage for the trip.
- Use Mileage Rate: The system uses the rate based on the trip type, event, or the vehicle type, depending on your district's settings.
- Use Fuel Rate: The system uses the District-wide Fuel Rate determined in the set-up tables.
Click + New Line.
The date will automatically populate from the trip request form.
If your district uses Pickup Miles, fill that in.
If you selected to use the actual mileage, you will need to fill out the Start Odometer and End Odometer readings.
You will not need to fill out the odometer information if you selected estimated mileage.
If you selected to use the Fuel Rate, you may need to ensure the information is correct.
If you did not choose to use Fuel Rate, you won't need to fill this out.
Whether you selected estimated mileage or actual mileage, the Mileage field will automatically populate with the mileage.
The total cost is displayed on the far right. Click save.
Additional Costs
Additional Costs are configured in the setup tables and can be added to the Invoice for a trip.
Open the Additional tab on the invoice form.
Click Add.
Enter a new cost type or select an existing one from the dropdown menu.
If you choose a pre-configured cost from the setup tables, the amount will automatically populate based on your district’s settings. If you created a new one, type the amount into the box to the right.
You do not need to click “save.” The Additional costs will update automatically.
Attachments
Users can add attachments to an invoice to provide extra information.
Navigate to the Attachments tab on the invoice form.
To upload a new attachment, click + Attachment.
Use your device's file explorer to select the correct attachment.
There is no need to save. The attachment will save automatically to the invoice form.
The Date uploaded, File Format, Size, and Owner of the attachment are all listed.
If there are multiple files that you would like to download, use the checkboxes to the left to select each file. Then, click Download Selected. This tool can be used for one or multiple files.
To delete an attachment, click on the three dots to the right of the file information. There are two options: Download and Delete.
Users can download a single attachment from this menu.
Click Delete, then follow the prompts.
Payment
The Payment tab allows Admins and Finance to add Funding Sources to the Trip.
Click + Funding Source
This opens the Select a Funding Source window.
Once the Funding Source is Selected, the Budget Code dropdown will appear. The information in these dropdowns will vary based on your district settings.
Select whether this Funding Source is covering a specific dollar amount, the staff cost, travel cost, or a percentage of the invoice total.
If the selected Funding Source is only covering a portion of the costs, a secondary funding source can be added after
Click Select.
Once a Funding Source is added, users can input a Check Number or Batch/Journal Number.
Use the Drop-down menu to the right of the Batch/Journal # to mark the invoice as Paid, Approved, or Sent.
Once you select a status, the invoice automatically updates, There is no need to click save.
Updated