Checklist: Enable and Configure a Billing Invoice Approval Process
You can set up an approval process that requires draft billing invoices in the Billing application be submitted and approved before you final accept and generate invoices to send to clients.
If you have multiple companies in Vantagepoint, follow these steps to set up an approval process for billing invoices for each company.
Steps to Enable and Configure an Approval Process for Billing Invoices
Step | Description | Location |
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1 | Create one or more approval workflows to use for billing invoices.
Each workflow identifies the one or more employees who must approve a billing invoice and any alerts to send to keep the process moving and on schedule. Vantagepoint comes with a Default invoice approval process. However, you can create your own approval processes from scratch or copy the default and modify it as you like. |
, in the desktop application |
2 | Turn on invoice approvals at the company level. | Yes for Use Invoice Approvals. | : Select
3 | Specify a default invoice approval process to use for projects that require invoice approvals but the project's billing terms do not define an invoice approval process.
Although this default approval process is used when no approval process is entered for a project's billing terms, the default does not prefill in the Approval Process field in a project's billing terms. You enable Invoice Approval and select an approval process at the top level of the work breakdown structure. For example, if you choose an approval process in which the project manager is the approver, the project manager for the top level of the work breakdown structure will be the approver for all lower work breakdown structure levels, too. |
Default Invoice Approval Process field. | : Select a default invoice approval process in the
4 | Select whether or not to use markup on draft invoices.
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Use Markup on Draft Invoices to Yes or No. | : Set
5 | Specify the default invoice approval process settings for billing terms that prefill for each new project's billing terms.
You can override the prefilled invoice approval process settings for a project's billing terms as needed. |
In the Summary pane:
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6 | When you create a new project, specify in the project's billing terms whether or not you want the project's billing invoices to go through an approval process. If so, assign the approval process.
If you entered approval process defaults for billing terms in step 4 above, the defaults prefill for a new project's billing terms, which you can change on a project by project basis. If you use billing groups, you enable Invoice Approvals for a billing group by enabling it for the main project. In that case, if the project manager is the approver specified in the approval process, the project manager for the top level of the work breakdown structure for the main project is the approver for all of the sub-projects in the billing group. You enable invoice approvals and select an approval process at the top level of the work breakdown structure. For example, if you choose an approval process in which the project manager is the approver, the project manager for the top level of the work breakdown structure will be the approver for all lower work breakdown structure levels, too. |
In the Summary pane:
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