Invoice Approval
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:
License Requirements
Invoice
Approval Field Descriptions
Find and Approve
Transactions
Detail Tab Field
Descriptions
License
Requirements
Prerequisites: The
Invoice Approval form requires the following:
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.
Invoice
Approval Field Descriptions
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.
Find
and Approve 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.
Detail
Tab Field Descriptions
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).