How to split an invoice for remibursements.

Eric Williamson

We track invoices from projects against multiple funding sources or grants. Sometimes a single invoice will need to be split between two or more of the grants. I am thinking of tracking the invoices with a single sheet mimicking our general ledger and tracking the grants on separate sheets or a single separate sheet. Then when an invoice needs to be split, using duplicate entries in the GL sheet for the invoice changing the amount of each entry to correspond to the amount that will be associated with each respective grant.

Anyone have a better idea?

My hope is then to have the document builder produce our monthly listing of invoices for each grant reimbursement. I've only been using Smartsheet for two days so I have a long way to go.

Thanks.

Andrée Starå

Hi @Eric Williamson

I hope you're well and safe!

One thing to think of is that the Document Builder only can build a document from one row, but depending on your needs, it might be possible to combine multiple rows to one so document builder can be used.

Can you describe your process in more detail and maybe share the sheet(s)/copies of the sheet(s) or some screenshots? (Delete/replace any confidential/sensitive information before sharing) That would make it easier to help. (share too, andree@workbold.com)

Would that work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Eric Williamson

Book1.xlsx

I've attached the Excel tab we use to track these invoices. You can see each invoice can be split in unique ways among the various grants. Then we have to reproduce each invoice with the split amount attributed to the particular grant each month for reimbursement. And do this separately for each grant.

I see your comment about document builder and would have to think more about that. I agree my original thought would not work.

I realized after my question that I was trying to view smartsheet as a relational database and while it has some similarities that is not its primary functionality.

Thanks for the prompt response.

Andrée Starå

@Eric Williamson

The best structure depends. I'd recommend trying to keep each invoice in one row and see if that works.

Also, this template set might help.

https://www.smartsheet.com/marketplace/template-set/grant-fulfillment-tracking-higher-ed

Would that help?