Approve Subcontractor Invoices
Use this screen to approve subcontractor invoices created using the Create Subcontractor Invoices application or entered on the Manage Subcontractor Invoices screen, as well as invoices created on the Manage Invoices screen.
For subcontractor invoices created or entered through Create Subcontractor Invoices or Manage Subcontractor Invoices, only those that are pending approval and have the Submit for Approval check box selected in Manage Subcontractor Invoices display on this screen.
If you are licensed for Supplier Portal, the following invoices created through Manage Invoices display on the Approve Subcontractor Invoices screen:
- Those manually created without shipment
- Those manually created from shipment
- Those automatically created
In addition, if your Supplier Portal license is on, the supplier also has Supplier Portal enabled, and email notification is on (that is, the Invoice Email Notification check box is selected on the Configure Purchase Order Voucher Settings screen), Costpoint sends an email notification to the subcontractor/supplier when any of the following actions are performed in Approve Subcontractor Invoices:
- The internal approver approves the invoice either manually or digitally.
- The internal approver adds or changes the entry in the Notes field without changing the approval status of the existing invoice.
- The internal approver withdraws the previous approval, either by clearing the Approved check box or by selecting Unsign from the Sign drop-down list on the toolbar (the latter if digital signature applies to the invoice).
Various information about the subcontractor invoice is available on this screen to facilitate the approver's decision in approving. Most fields are display-only and cannot be edited. You can modify the fields in the Default Receiving Info group box. Editable fields in the Internal Approval and Supplier Approval group boxes depend on whether or not you are licensed for Supplier Portal and whether or not digital signature applies to the subcontractor invoice for approval.
Costpoint performs validation to ensure that the receipt ID, packing slip, and material handler exist for the subcontractor invoice before it can be approved internally. Internal approvers should check the Default Receiving Info group box for any missing information in these fields.
After the subcontractor invoice is fully approved, it becomes a voucher. However, even if the invoice is partially approved, some changes are not allowed depending on the following settings:
- If the Require Subcontractor Approval check box is selected on the Configure Subcontractor Management Settings screen, the invoice is considered fully approved only after both internal and subcontractor approvals are completed. If the invoice is approved either internally or by the subcontractor (but not both), it is considered partially approved, and no further changes will be allowed on the Manage Subcontractor Invoices screen.
- If the Require Subcontractor Approval check box is not selected on the Configure Subcontractor Management Settings screen, the invoice is considered fully approved only upon internal approval; the subcontractor approval is optional. If the invoice is approved by the subcontractor (but not internally), it is not considered partially approved, and changes will be allowed on the Manage Subcontractor Invoices screen.
Upon approval, Costpoint automatically creates receipts for three-way match Subcontractor Agreement purchase order (PO) lines using the default packing slip and receipt ID on this screen's header section if one of the following conditions is met:
- The non-inventory PO line is associated with a work assignment.
- The non-inventory PO line is not associated with a work assignment but the Configure Purchase Order Voucher Settings screen allows receiving of the PO line item (services, goods, and non-inventory parts) or miscellaneous charge.
- Manual receipts do not already exist.
Auto-creation of receipts does not apply if the PO line is an inventory line. Also note that rows without receipts will be considered discrepant and will be saved as an unapproved voucher.