Billing Comments Dialog Box

Use the Billing Comments dialog box to enter comments related to invoice approval actions for invoices that require approval.

• When you are in Interactive Billing, Invoice Approvals, or Interactive Approvals, this dialog box displays when you submit, approve, or reject an invoice. The comments apply to the specific invoice that you are processing.
• When you are in Batch Billing, this dialog box displays when you submit a batch of invoices for approval. The comments apply to all the invoices that you are submitting.

After you enter comments in this dialog box, you can view them in Billing > Invoice Approvals or Billing > Interactive Approvals. You can also edit any comments that you made.

Location

This dialog box displays from any of the following locations:

• Invoice Approvals — From the Vision Navigation menu, click Billing > Invoice Approvals. On the Invoice Approvals form, click Comments. This dialog box also displays automatically when you click Approve or Reject on the grid toolbar.
• Interactive Billing — From the Vision Navigation menu, click Billing > Interactive Billing, and click the Comments button on the General tab. This dialog box also opens automatically when you click Invoice on the form toolbar, and then click Submit, Approve, or Reject.
• Interactive Approvals — From the Vision Navigation menu, click Billing > Interactive Approvals, and click the Comments button on the General tab. This dialog box also opens automatically when you click Approve or Reject on the toolbar.
• Batch Billing — From the Vision Navigation menu, click Billing > Batch Billing. On the Batch Billing form, select the Submit invoices for projects with approvals enabled check box and click Run or Schedule on the toolbar.

Contents

Fields

The following fields and grid display only when this dialog box opens in Interactive Billing, Invoice Approvals, or Interactive Approvals:

Field	Description
Project	These fields display the project number and name associated with the invoice.

Comments Grid

Field	Description
Insert	If you are reviewing an invoice on the Invoice Approvals form or Interactive Approvals form and want to enter new comments as you proceed, click Comments to open this dialog box. Then click Insert to add an In Process action row to the grid. You can then switch back and forth from previewing the invoice, or from reviewing invoice transactions on the Invoice Approvals form or Interactive Approvals form, to this dialog box when you want to enter a comment. When you click either Approve or Reject, Vision changes the action for the inserted row and the new comments to Approved or Rejected. This option is only available if you open the Billing Comments dialog box from the Invoice Approvals form or Interactive Approvals form. If you insert a row and, before you click OK, you decide you do not want to add a comment, click Cancel to remove the row. If you insert a row, enter a comment, and click OK, and then you later decide you want to remove your comment, you can delete the comment text, but the row will remain. You cannot delete an inserted row after you click OK.
Action	This column displays the approval actions that have occurred for the invoice: Submitted, Approved, or Rejected.
Name	This column displays the name of the person who carried out the action.
Date	This column displays the date and time that the action occurred.
Comment	If a comment was entered for the action, this column contains all or part of that comment. To view the full text of a long comment, position the mouse pointer over the text in this column to read the comment in a tooltip, or click the text to display it in the Text Viewer dialog box.

Text Box and Buttons

The following fields and buttons display when this dialog box opens in Interactive Billing, Invoice Approvals, Interactive Approvals, or Batch Billing:

Field	Description
Comment Entry and Edit	Enter a new comment or edit an existing comment directly in this text box. You can edit only the comments that you entered originally. You can view comments entered by others, but you cannot edit them. If you need additional formatting options, click Edit on the Comment Entry toolbar to open the Text Editor dialog box and format the text.
OK	Click OK to save your entries. If this dialog box displayed when you clicked Submit, Accept, or Reject, you must click OK to complete that action, whether or not you enter a comment.
Cancel	Click this option to discard your unsaved entries. If this dialog box displayed when you clicked Submit, Accept, or Reject, you must click OK to complete that action, whether or not you enter a comment. If you click Cancel, the action is not carried out and the approval status of the invoice does not change.