Approvals

The Invoice Approvals (or Work Order Approvals) table contains a list of work orders and their corresponding invoices. The invoices that appear on this page have been submitted by service providers for approval.

2nd Level Invoice Approvals functionality can be configured for clients that require a second level for approving invoices.

Additionally, 3rd Level Invoice Approvals functions can be configured for clients that require a third level for approving invoices.

Example of functionality in use

Five black bar filters are available at the top of the smart table:

• Provider Type
  • Used to filter the WO by the type of providers to which they are assigned (External (default), Internal, and Unfiltered)
• Work Order Type
  • Used for filtering WOs by their type (Unfiltered (default), Normal, Quote, Estimate, PPM, Comprehensive Payment)
• Flag Condition 1
  • Used for filtering the WOs on the basis of flags associated with them at the WO invoice submission (Unfiltered (default), No tag found on asset, WO total exceeds Estimate, Travel adjustment charges added, Parts adjustment charges added, Labor adjustment charges added, Miscellaneous Charges, Asset under warranty, Misuse/Abuse Indicated, Previously rejected Work Orders, CIS Work Order, Selected for random review, Work Order Time Out, PPM Comp Payment with Auto-Advanced Work Orders, Work Order was Previously Rejected from Accounting Review, Not To Exceed (NTE))
• Flag Condition 2
  • Functions the same as the Flag Condition 1 filter with same options available
  • Note: Only flags used by the given client will be displayed in the Flag Condition dropdown lists (e.g., if a client only uses the "No Tag Found" and "Asset Under Warranty" flags, the dropdown will only contain those two flags)
• Date Invoiced
  • Allows the user to filter for the date that the provider submitted the invoice (Unfiltered, Last 7 Days, Last 30 Days, Last 45 Days, Last 60 Days, Last 90 Days, Last 120 Days (default), Older Than 60, Older Than 120)

After the user selects all of the desired filters from the black bar filter, they will select the Filter button to filter the WOs.

The rest of the table functions as smart tables do throughout the application.

Field descriptions of the smart table:

Fields	Description
WO #	Displays the work order number.
Date Opened	Displays the date and time of work order creation.
Flag	If the WO is marked with X in this column, flagged conditions are applied on the WO. Selecting the X will open the Flagged Conditions pop-up. If the WO is marked with a green check in this column, no flagged conditions are applied to this WO and it is not clickable.
Amount	Displays the work order amount.
Invoice Date	Displays the date and time that the invoice was submitted for approval by the contractor/service provider.
Account Code	Displays the account code for the WO.
Invoice Number	Displays the work order invoice number that was entered by the service provider.
Site Name	Displays the site name for the work order.
Site Type	Displays the site type for the work order.
Site Description	Displays a description of the site.
Service Provider	Displays the service provider who worked on the job and raised the invoice.
Technician Comments	Displays comments that have been submitted from the technician on the invoice.
Reported Problem	Displays the comments in the Problem Description field that were populated when raising the work order.

Users can learn more about why an invoice was flagged for approval by selecting the "X" in the Flag column.

Notes

• Invoices are auto-approved if the invoice amount is less than the defined amount in the Requires Review If Over field in the Auto-Approval Rules.
• Depending on the Client Configuration, a manual payment system may be in place or an automated accounts payable interface may be in operation.
• The Recall functionality may be turned off for a client, if required.