Field | Description |
Invoices in Approval Process Drop-down
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Click the drop-down arrow on a grid header to complete any of the following actions:
- To print grid data, click
Print. On the Print Preview form, click
to send the grid data to your default printer.
- To export grid data to an Excel spreadsheet, click
Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
- To turn on grouping for a grid, click
Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.
Not all options are available on all grids.
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Preview
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Click this button to display the draft invoice. If the billing terms are set up to generate the Billing Backup report, a dialog box displays to give you the option to include the Billing Backup report in the preview.
If the invoice has been downloaded to Microsoft Word or another application for editing, Vision displays that invoice file in the appropriate application when you click
Preview, rather than generating a preview version from the current invoice data.
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Comments
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Select an invoice and click this option to display the Billing Comments dialog box, on which you can review or enter comments for the invoice. The dialog box displays a list of approval actions carried out to date and any comments related to the invoice approval process.
To enter a comment, click
Insert in the grid toolbar, and enter the comment text in
Comment Entry.
When you approve or reject the invoice, the action associated with the new comment changes from
In Process to
Approved or
Rejected.
If it is not already displayed, the Billing Comments dialog box displays automatically when you click
Approve or
Reject so that you can enter comments for those actions. Whether or not you enter a comment, you must click
OK on the Billing Comments dialog box to complete the approval or rejection.
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Update Fees
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If the selected invoice includes fees, click this option to display the Billing Terms form and update the percent complete. Whether or not the invoice has fees, you can also click this option if you want to update the description or other information on the General tab of the Billing Terms form.
This option is only available if the approval status of the invoice is Submitted and if the invoice has not been downloaded to Microsoft Word or another application for editing. You must also have the required security access for the Billing Terms form.
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View Details
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If you need to make changes to the invoice information or want to see more detailed information, click this option to display the invoice information in the Interactive Approvals form.
This option is only available if you have security access to the Interactive Approvals form. To return to the Invoice Approvals form, click
Invoice Approvals on the Interactive Approvals toolbar.
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Approve
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Click this option to approve the selected invoice for billing.The Billing Comments dialog box opens when you click this option. Use that dialog box to enter any comments about the approval.
You must click
OK on the Billing Comments dialog box to complete the approval. If you click
Cancel, the invoice approval status does not change.
This option is only available if the approval status is
Submitted and if you are an approver for the project.
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Reject
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Click this option to alert the person responsible for billing to circumstances that prevent the selected invoice from being approved for billing. The Billing Comments dialog box opens when you click this option. Use that dialog box to explain the reason for the rejection.
You must click
OK on the Billing Comments dialog box to complete the rejection. If you click
Cancel, the invoice approval status does not change.
This option is only available if the approval status of the invoice is
Submitted and if you are a rejecter for the project.
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Project
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This field displays the project number. If the invoice is for a billing group, this is the project number of the main project.
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Project Name
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This field displays the project short name. If the invoice is for a billing group, this is the name of the main project.
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Client
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This field displays the billing client name for the project.
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Currency Code
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If you use the Multicurrency feature, this field displays the currency code for the billing currency.
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Invoice Total
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This field displays the total invoice amount in the billing currency. The total for all listed invoices displays at the bottom of the grid.
If you use the Multicurrency feature and the grid contains invoices with different billing currencies, the total at the bottom of the grid displays
######### in place of a currency amount.
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Invoice Status
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This field displays the approval status for the invoice:
Submitted,
Approved, or
Rejected.
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Approver
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This field displays the name of the person who is responsible for approving the invoice. If more than one person is designated as an approver, all are listed. If an approver has specified a delegate on the User Options dialog box, the delegate's name is listed also.
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Update by
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This field displays the name of the person who carried out the most recent approval-related action.
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Update Date
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This field contains the date and time that the latest approval-related action was carried out.
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Comments
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This field displays the first part of the text of the comment related to the current approval status. Click the text to display the complete comment.
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