Client Invoice Process with Vendor Invoice Approvals

Vendor invoice items that are pending approval are automatically placed on hold in Manage > Client Invoices:

Managing WIP status for Invoices in the Approval Process

• When either the PM Approval Required or Finance Approval Required check box is selected on the New or Existing tab from Manage > Vendor Invoices, Ajera creates the corresponding work-in-process (WIP) item with a Hold status.

• When an invoice is fully approved in Manage > Vendor Invoice Approvals, the status of the corresponding WIP item in Manage > Client Invoices is updated as follows:

  • If the invoice status is Approved, the WIP item will be updated to Defer in Client Invoice List.

  • If the invoice status is on Hold, the WIP item will be updated to Billable in the Client Invoice List.
  • If the invoice status is Draft, the WIP item will be updated to Billable in the Client Invoice List.

• When an invoice is unapproved in Manage > Vendor Invoice Approvals, the WIP is not placed on Hold status again automatically.
• If the required approvals are deselected on the Existing tab of the Manage Vendor Invoices screen, the WIP is not removed from Hold status.

Note:

You can manually change the status from Hold to another status from Manage > Client Invoices. The above status updates only apply for items that are still on Hold at the time of approval.

Restrictions in Client Invoices for Invoices in the Approval Process

Vendor invoice items that are pending approval are restricted from Split WIP and Change Project in Client Invoices. Those changes must be made in Vendor Invoices until the invoice is fully approved and paid.