Branch-Level Bills In (and Credit Notes)

RAVE’s Financial Management System includes an amazing feature called Branch-Level Bills—a real game changer. It simplifies managing bills and credit notes that need to be spread across multiple projects.

In simple terms, the Branch-Level Bill workflows let you load multi-project bills and credit notes from a single supplier into RAVE, then split the costs or credits across several jobs. For example, this works perfectly for handling a monthly power supply bill or a skip bin hire credit note that applies to multiple projects or sites.

If your RAVE system has the optional Financial Management System module activated, you’ll find the Branch-Level Bills In subtab accessible via the Financial button, positioned between the Dashboard and Profitability Report subtabs.

This page displays all active project bills and credit notes in the business.

Filters are located at the top to refine the list.

Project Name Display: Shows the project reference if linked to one project; displays "Multiple Projects" if linked to several.

Reference Link: Opens the branch-level bill or credit note screen for quick editing/viewing

Adding a Branch-Level Bill or Credit Note

The workflow for adding a Branch-Level Bill or a supplier Credit Note is the same. Here’s how to add a Branch-Level Bill:

1. Click the Financial button to open the branch-level financial subtabs.

2. Click on the Bills In subtab.

3. Click the Add a bill button.

4. Select the supplier or contractor who issued the Bill.

5. Enter the supplier’s bill reference number (e.g., their invoice number).

6. Select the appropriate category/subcategory for this bill.

Note: If the bill needs to be spread across multiple categories, you can assign category/subcategory details at the line-item entry stage (see step 8).

7. Leave the Project field blank—you will assign the project at the line-item entry stage.

8. Complete the Billed Date, Due Date, and Amounts are (Tax) fields.

9. Attach your supplier bill by clicking the cloud icon or dragging and dropping the file.

Note: All line items from branch-level bills/credit notes must be assigned to a project. If there is one or more lines that don’t have a specific rave project, you will need to create and assign these items to a generic project.

And looking to how this ties in with the project's 'Back Costing' sub-tab

• In the example above, we can see a bill of $201.71+ GST  has been charged to the above 4 projects. when clicking into Project R11424003 we can see that only $45 + gst has been allocated to this project on the bills screen. 

• Clicking Into the Back Costing we can see that this is also correctly reporting the total of $45 + GST - expanding this section allows us to see the detailed breakdown for Prelim and General. 

Note:  You can not load a branch-level bill (or credit note) against a quote or purchase order - which means you need to ensure you load the branch-level bill (or credit note) against the correct category for back costing

How does Xero work with Branch-Level Bills (and Credit Notes)

In respect to pushing to Xero, you still manage branch-level bills and credit notes in the same way as a project's bill or credit note i.e. you still 'Approve' the bill/credit note which will push them to Xero, and with payment syncing turned on the Bills and Credit notes will receive payments from Xero.