This article is divided into two sections, see links to quickly access those below:
There are two things you’ll need to configure within Nexus prior to sending invoice information from Rabbet: Invoice Item description length, and a custom field to capture our Cost Code. Detailed steps to complete these are below:
Invoice Item Description
For each Invoice Item, we send a few pieces of information along in the Description field:
Rabbet line item number (e.g. 1120)
Rabbet line item name (e.g. Framing)
Rabbet division name (e.g. Hard Costs)
In order to ensure that all this data is captured correctly within Nexus, we recommend that you configure that field in Nexus to be at least 100 characters.
The following numbered steps correspond to the screenshot below:
Click Administration menu item
Choose Integration from the dropdown menu
On the Integration page, choose the Settings tab
From the dropdown, choose the Integration Package you want to make the change to
Set the Invoice Item Description Max Character Count value to at least 100
Click the Save icon on the left side
Note: If you have any downstream integrations that you then export this data to (e.g. MRI), you’ll want to make sure that data of this length can be accepted in that application.
Custom Field for Rabbet’s Cost Code (optional)
The other piece of information we can send over for a line item is the Cost Code that is set in Rabbet, if any. This comes over as its own Custom Field in Nexus.
In the example screenshot below, the sample cost code is “M123” and that code’s description from Rabbet is “Construction Costs”:
To configure this:
Click on the Administration menu
Choose System Setup from the menu
Click on the Custom Fields tab from the tabs across the top
Choose the Line Item tab on the left
Choose custom field number 8
Switch the Invoice radio button to On
Change the Custom field label to “Rabbet Cost Code” or anything else you want to name it in your Nexus UI
Once these 2 settings are configured your input in Nexus should look like the below:
There are two pieces of information that you will need to have configured within your Rabbet account in order to send invoices to Nexus (both are located within "Project Settings":
If you have any questions regarding these configurations, please reach out to us via email at firstname.lastname@example.org or contact your Customer Success Manager directly.
Sending Invoices to Nexus
Once all documents in your draw have been reviewed and assigned properly to the budget line items, and you are ready to finalize the draw, the last step is to post invoice payments to your accounts payable system.
Navigate to the Payments tab within your current draw to view your payable documents:
Note that the Payment functionality is gated by a user-level permission setting. If you do not see this tab, contact your Rabbet administrator for permission.
Verify the correct Vendor Payment Type has been auto-classified by Rabbet for each vendor from the drop down menu (explanations below):
Direct Pay - documents containing soft cost line items will be auto-classified as such under payment type by default
Do Not Pay Directly - documents with this payment type will not receive any payment directly from Accounts Payable and will not be sent to the accounts payable system.
It is important to understand how each Vendor Payment Type will affect the 'Payment Amount' column:
Any document set as 'Direct Pay' will take the 'Documented Amount (Net)' and copy it under 'Payment Amount' and will be posted in Nexus.
Any document set as 'Do Not Pay Directly' will show $0.00 under 'Payment Amount' and will not be posted in Nexus.
Once you've verified that each document to be posted to Nexus has the correct vendor payment type for that document and vendor, click 'Post' to push this information to Nexus. Note that you can either individually post payments by clicking the grey 'Post' button next to the 'Status' column, or you can post all payments within the draw at once by clicking the blue 'Post' button at the top right of your screen.
The 'Status' column will update from 'unposted' to 'posted' and this record will stay within the payments tab for that draw for future reference/confirmation.
If any changes or edits need to be made after posting payments, this must be performed in the accounts payable system. If necessary, you can make changes to a previously posted document by clicking "reset" on the document(s) that require an edit.
It is important to note that by "re-posting" payments, you could be sending a duplicate invoice to the accounts payable system, so documents may need to be removed from the accounts payable system prior to "re-posting" payments from Rabbet.
What Information is Sent?
In addition to posting payment information to the accounts payable system, Rabbet will also include a copy of the Stamped Document for review within Nexus. This will include a copy of the payable document, and some additional information (vendor, address and document approvals) An example of the information available on the stamped document is below:
After Posting Payments (Nexus)
After successfully posting your payments in Rabbet, all posted payable documents will be automatically pushed into your company's connected Invoice Inbox. Those with access to Nexus will be able to confirm and review the documents that have been posted within this inbox.
Do you have questions or feedback? Please email us at email@example.com