Overview

The Ramp connection (Settings > Bill Pay) splits A/P work between the two systems:

  • Ramp handles bill intake, approvals and payment. It also posts bills and payments to QuickBooks.
  • Luminous keeps your purchase orders, three-way match, prepayments and credits, and payment obligations for cash-flow forecasting.

The feature is rolling out behind a feature flag. If you don't see Settings > Bill Pay, ask your Luminous contact to enable it.

Bills coming in from Ramp

The connection's Bills tab has a "How this works" box that shows your saved settings. By default:

  • A bill comes in when it is created in Ramp. You can set it to wait until Ramp's approvers have approved it.
  • You can set a cutover date. Only bills issued on or after that date come in.
  • Only bills with an inventory line come in. You can narrow this to specific inventory GL accounts. Other bills, such as rent or software, stay in Ramp.
  • Each bill is matched to its PO from the memos and invoice number. A bill with no match still comes in, without a PO.
  • A bill whose vendor isn't linked, that is in another currency, or that looks like a duplicate is held in Exceptions. Link the vendor or resolve the exception to release it.
  • Luminous is told about changes in Ramp as they happen. It also re-checks every 2 hours on weekdays by default.
  • Every bill that comes in is listed in Activity.

Requesting a prepayment (deposit)

  1. Open Request prepayment on a purchase order, the Bills list or a production batch.
  2. Luminous creates a draft bill in Ramp straight away. It is coded to the deposit GL account if you set one. Otherwise the approver codes it.
  3. Someone in Ramp submits the draft, and Ramp's approvers approve or reject it. A rejection cancels the request.
  4. When Ramp pays it, Luminous records a prepayment, applies it to the purchase order and marks the request Paid.

If the push fails, the request shows as failed with the error. Use Retry. It looks for a draft the first attempt may have created, so you don't get a duplicate.

QuickBooks

Bills and payments owned by Ramp are posted to QuickBooks by Ramp. Luminous hides Push to QuickBooks on them and refuses a manual push, so nothing is booked twice.