Approve Payments - Common Procedure

Your schedules and transactions must be approved before they can be processed.

To approve schedules and transactions:

1. Do one of the following:

   • Navigate to Contract > Details > Summary.

   • Navigate to Equipment Contract > Details > Summary.

     Use the links in the Navigation Pane on the leftmost side of the page.

2. Click Approve Payments.

   This displays in the Actions menu on the right side of the page.

   The Approve Payments window opens.

3. Select either the Expense Schedules option or the Transactions option.

   The values that display in the table depend on which option you select.

4. Select the type of schedule or transaction you want to view from the field to the right of the options in step 4.

   The available options are All, AP (accounts payable), or AR (accounts receivable).

5. Do one of the following:

   • Select the My Approvals option if you would like to view approvals you can take action on.

   • Select the All Approvals option if you would like to show all approvals, even those that you cannot take action on.

6. Enter the From and To dates.

   You can also click Calendar to open the Date Picker and select the appropriate date.

   If you selected the Transactions option in step 3, three fields appear:

   • From Due Date field

   • To Due Date field

   • No Date Range check box

7. If you would like to filter your approvals by portfolio, select the portfolio you would like to view from the For Portfolio field.

8. If you selected the Transactions option in step 3, choose between two options:

   • Enter the From Due Date and To Due Date.

     You can also click Calendar to open the Date Picker and select the appropriate date.

   • Select the No Date Range check box if you want to search for transactions without specifying a due date.

9. If you are viewing expense schedules:

   1. Select the expense category from the Exp Category field.

   2. Select the expense group from the Exp Group field.

   3. Select the expense type from the Exp Type field.

   4. Select the status of the expense from the Status field.

      You can click to open a searchable list of the options in each field. When you find the option in the window, click the option to select it.

10. If you are viewing transactions:

    Note:

    By default, the page only displays 15 transactions at a time. If you want to view all transactions up for approval, click Show All in the bottom-right corner of the Transactions table. This is only usable for transactions.

    1. Select the vendor from the Vendor field.

       To view details about a vendor, click View to the right of the Vendor field.

    2. Enter the invoice number in the Invoice # field.

    3. Enter the contract ID in the Contract field.

    4. Select the expense category from the Exp Category field.

    5. Select the expense group from the Exp Group field.

    6. Select the expense type from the Exp Type field.

    7. Select the status of the expense from the Status field.

    8. (RE Contracts Only) Select the Only Display Transactions In Alternate Rent? check box if you only want to view transactions in alternate rent.

       You can click to open a searchable list of the options in each field. When you find the option in the window, click the option to select it.

11. Select the Exclude Hold Flag check box if you want to exclude any schedules or transactions that have the Hold? flag set to True.

    The values that display in the table refresh, and no longer include schedules or transactions that have been placed on hold. To learn more about the Hold flag, see our article Hold and Processed Flags.

12. Choose between three options:

    • Click Green Check Mark to approve schedules or transactions.

      If you are approving schedules for a contract that has escalations, you will need to approve each escalation separately.

    • Click Red X to reject schedules or transactions.

      Click Magnifying Glass in the Transactions view to view the audit log for a transaction.

    • Click Down Arrow and select either Approve for grid rows displayed or Deny for grid rows displayed.

      This action will only apply the approval or denial to the payments that are displayed. If you did not click Show All mentioned in Step 10 (applicable to transactions only) or if there are multiple pages of results, proceed to the next page and repeat the action.

      The action you took displays. If you approve a schedule or transaction, an Approved message appears. If you deny a schedule or transaction, a Denied message appears.

13. Click Edit to change the status of an item.

    The Set Record Status dialog box opens.

14. Select the appropriate status from the New Status field.

15. Click Set Status.

    The Set Record Status dialog box closes. The status is updated in the Approve Payments window.