Contents of the Invoice Approvals Form

Use these fields and options to view, print, approve, reject, and add comments to draft invoices that have been submitted for approval.

Actions Bar

Field

Description

Invoice Approval Report

Click this action to view and print the Invoice Approval report. This report provides an audit trail of comments and the current approval status of billing invoices that go through the approval process. When you click this action, the Invoice Approval dialog box opens, in which you select report options before generating the report. The different options allow you to generate a variety of different reports related to invoice approvals. For more information about the report, see Invoice Approval Report.

Invoices Grid Toolbar

Field	Description
	Click this icon to maximize the grid to a full screen display. This expanded view reduces the need to scroll through long lists of records. Click it again to return to the standard grid display. For more information, see Maximize the Grid View.
	Click this icon to select the columns to include in the grid. The columns available for the grid include both standard fields and user-defined fields that are used in the corresponding application area. For more information see Select Columns for a Grid.
	Click this icon to export all the data from the grid into a comma-separated values (.csv) file that you save in Microsoft Excel or another spreadsheet application that supports .csv files. For more information see Exporting Data to a .csv File.
	Click this icon to turn the filter row on or off in the grid. The filter row is used to quickly search for a report. For information about how the filter works, see Filter the Grid Results.

Invoices Grid Actions Bar

Field	Description
Print Invoice	Select an invoice in the grid, and click this action to open the invoice and view or print it.
Comment	Select an invoice in the grid. Then click this action to open the Comment dialog box and review previously entered comments for the invoice and/or enter additional new comments for it. The dialog box displays each approval action that has been carried out to date for an invoice and any comments that were entered for the action. For example, you see a row in grid for an In Process action and Submitted action and any comments entered for each action.
Approve	Select an invoice in the grid and then click this action to approve the invoice. This action is available only if the invoice status is Submitted and you are an assigned approver for the project's invoices. On the Comment dialog box that opens when you click Approve, enter any comments about the approval and click Save. The invoice status in the Invoice Status field in the grid on the Invoice Approvals form changes from Submitted to Approved. An alert is sent to the appropriate person or people (based on the alerts specified for the approval workflow for the project) to inform them of the approved invoice, so they can continue with the next step to accept the invoice.
Reject	Select an invoice in the grid and then click this action to reject the invoice. This action is available only if the invoice status is Submitted and you are an assigned rejecter for the project's invoices. On the Comments dialog box that opens when you click Reject, enter a comment to explain the reason for the rejection and click Save. The invoice status in the Invoice Status field in the grid on the Invoice Approvals form changes from Submitted to Rejected. An alert is sent to the appropriate person or people (based on the alerts specified for the approval workflow for the project) to inform them of the rejected invoice, so they can correct the invoice.

Invoices Grid

Field	Description
Project	This field displays the project number. If the invoice is for a billing group, this is the project number of the main project.
Project Name	This field displays the project's short name. If the invoice is for a billing group, this is the name of the main project.
Client Name	This field displays the name of the billing client for the project.
Currency Code	If you use multiple currencies, this field displays the currency code for the billing currency.
Invoice Total	This field displays the total invoice monetary amount in the billing currency. The total for all listed invoices displays at the bottom of Invoice Total column. If you use multiple currencies and the grid contains invoices with different billing currencies, the total at the bottom of the grid displays ######### in place of a currency amount.
Invoice Status	This field displays the approval status for the invoice: Submitted, Approved, or Rejected.
Approver	This field displays the name of the person who is responsible for approving the invoice. Approvers are as assigned in the approval workflow for the project. If more than one person is designated as an approver, all are listed. If an approver has specified a delegate on the General tab of the My Preferences dialog box (click on the Vantagepoint main toolbar), the delegate's name is also listed.
Update by	This field displays the name of the person who carried out the most recent approval-related action.
Update Date	This field contains the date and time that the latest approval-related action was carried out.
Comments	This field displays the comments related to the current approval status. To view the expanded, complete comments, click an invoice row in the grid, and do either of the following to open the Comment dialog box: In the Comments field, click the comment text, which is a hyperlink. On the actions bar for the Invoices grid, click Comment
	Hover over a row in the grid to display the row tools icon at the end of the row. Click the icon, and then click Open in Draft Invoices to open the invoice on the Draft Invoice Approvals form in Hubs > Projects > Draft Invoice Approvals.