The Invoice Approval form is used to review and approve the payment of invoices to subcontractors. This form will display labor performed by subcontractors against the charge items that the manager is authorized to approve.
In order to view and approve transactions on this form, the user must be defined as a Manager for an Approval Group containing one or more charge items. The user will only be able to view and approve charge items that are included in his or her Approval Group. Approval Groups and their Managers are defined on the Charge Filtration form.
Labor transactions for the charge items in the user’s Approval Group will display on the Invoice Approval form if:
The transaction was posted by a subcontractor (an employee with the Employee Type SUBCONTRACTOR)
The transaction is employee signed, supervisor signed, and payroll locked
The transaction has not yet been approved
The event has the correct Prompt Map settings (see Subcontractors for information)
Note: This form requires that you have the Subcontractor Forms module licensed and enabled.
See Also:
Invoice Approval Field Descriptions
Prerequisites: The Invoice Approval form requires the following:
You must have the Subcontractors Forms module included in your license file.
The Subcontractors Forms module must be enabled.
To check if the module is included in your license and enabled:
Click Main Menu > Configuration > System > Licensing.
On the License Modules tab, select the Module Name called Subcontractors Forms.
The following boxes must be selected: Licensed and Module Enabled.
Vendor Num
This is the number that identifies the vendor.
Vendor Name
This is the name of the vendor.
Start Date, End Date
These fields are in the Filter section of the Invoice Approval form. Use these fields if you want to display transactions that were posted on specific dates. If you do not change the Start and End Date, the End Date will default to the current date and the Start Date will default to one month prior to the current date.
Site
This is the Vendor Site Code which is the code for a particular vendor office.
Approval Group
This is an Approval Group to which the user is assigned as a Manager. Approval Groups and their Managers are defined on the Charge Filtration form.
Pay Week End
This is the end date for the pay week when these transactions were posted.
Total Hours
This is the total number of hours posted for this group of transactions. The Detail tab will show the Total Hours for the individual charge items in this group of transactions.
Total Money
This is the total cost for this group of transactions. The Detail tab will show the Total Money for each charge item in this group of transactions.
Click Main Menu > Manage > Invoice Approval.
Click the Filter button to display the filter fields. Select the Vendor, Start Date, End Date, and Approval Group and click Find.
The transactions will be grouped by vendor. For each vendor, the Total Hours and Total Money will be displayed.
Note: The Invoice Approval form will only show labor transactions for charge items in the user’s Approval Group. In addition:
The transaction must be posted by a subcontractor (an employee with the Employee Type SUBCONTRACTOR)
The transaction must be employee signed, supervisor signed, and payroll locked
The transaction must not yet be approved.
The event must have the correct Prompt Map settings (see Subcontractors for information)
Click a row on the main form to display the individual charge items on the Detail tab.
The Detail tab shows the charge element details for the selected row on the Invoice Approval form, along with the Total Hours and Total Money for each charge element.
When you are done finding and viewing the records, select the records in the top half of the form that you want to approve and then click Approve. All the Detail records for this group will be approved.
You can view a transaction’s approval status on the Transaction Process Status tab of the Transaction Details form.
Order Num
Identifies an ORDER number defined in ohe Charge Element form.
Operation Num
Identifies an order’s OPERATION defined on the Charge Element form.
Activity Num
Identifies an order’s ACTIVITY defined on the Charge Element form.
Account Num 1
Identifies an ACCOUNT number defined on the Charge Element form.
Account Description 1
Description of the Account number defined on the Charge Element form.
Total Hours
Total number of hours posted for this charge item.
Pay Class
This field shows the shift number and hours classification for transactions posted to the charge item.
Total Money
Total hours for this charge item multiplied by the transaction’s vendor rate.
Cost Object Num
Identifies a COST OBJECT number defined on the Charge Element form.
Cost Object Desc
Description of the Cost Object Num (defined on the Charge Element form).
Charge Location Value
Location value for this charge item (defined on the Charge Element form).
Project Description
Description of the Project Num (defined on the Charge Element form).
Project Num
Identifies a PROJECT number defined on the Charge Element form.
Task Number
Identifies a Project’s Task Number defined on the Charge Element form.
Task Description
Description of the Task Number (defined on the Charge Element form).