Use the fields and options on the form to enter an identification code and description for the invoice approval process and then enter related detail.
Header Information
Field | Description |
Search
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Click this option to open the Invoice Approval Process lookup and select an existing invoice approval process that you want to view or modify. If you have multiple companies, the list of invoice approval processes includes processes for all companies in your enterprise.
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Code
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Enter an identification code for the invoice approval process that you are creating.
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Description
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Enter a description for the invoice approval process. The description displays in the
Approval Process field on the Summary pane in
, which is where you select an invoice approval process for a project.
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Actions Grid Columns
Field | Description |
Action
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The Actions grid prefills with one row for each invoice approval action. You complete the remaining grid fields in the row.
The actions that prefill in the column are:
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Submit: When you submit an invoice in Interactive Billing or Batch Billing, it becomes available for invoice approval (to approve or reject).
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Approve: After an invoice is submitted, you can approve it in Interactive Billing, Invoice Approvals, or Interactive Approvals.
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Reject: After an invoice is submitted, you can reject it (instead of approve it) in Invoice Approvals or Interactive Approvals.
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Unsubmit: When you unsubmit an invoice in Interactive Billing, the transaction details are no longer associated with the submitted invoice, and the invoice status returns to
New. An invoice must be submitted again to make it available to approve.
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Employee to Approve/Reject
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For the Submit and Unsubmit action rows:
This field prefills with
Interactive Billing, and you cannot change it. This indicates that invoices are submitted and unsubmitted in Interactive Billing or Batch Billing by anyone who has role security to access these menu items and record access to the specific project.
For the Approve and Reject action rows:
Enter the employees who can accept or reject an invoice for the project. From the drop-down list, you can select any employee field from the Projects hub, such as
Project Manager,
Principal,
Supervisor, or
Biller. This list also includes any user-defined employee field in the Projects hub.
If you select multiple employees to approve or reject, any of the selected employees will be able to perform the action.
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Employee to Alert
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This field applies to all actions. Enter the employees who will be alerted when the action is performed. From the drop-down list, you can select any employee field from the Projects hub, such as
Project Manager,
Principal,
Supervisor, or
Biller. This list also includes any user-defined employee field in the Projects hub.
If you do not want a notification center alert sent for an action, leave this field blank. For example, you might not want an alert sent when an invoice is unsubmitted.
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Alert Frequency
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Select the frequency at which you want alerts sent for an invoice approval action. Options are:
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Alert Type
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Click in this field and then click
to open the Alert Type lookup and select how you want the notification center alert for the action to be delivered to employees.
Options are
Email,
Notification Center, and
Notification Center and Email. Employees open the Notification Center by clicking
on the
DPS menu bar. The number on this button is dynamic and indicates how many active action items and notifications you have.
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Notification Center Summary as Link
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This column is enabled only if you select
Notification Center or
Notification Center and Email in the
Alert Type column.
Select this option if you want the Notification Center summary text to be a link to the Billing invoice.
- For the submit action, the link to the invoice opens the Invoice Approvals form. You must select the specific invoice.
- For the approve or reject actions, the link to the invoice automatically opens the specific invoice on the Interactive Billing form.
When this option is cleared and you click the Notification Center summary, it displays a dialog box that provides the content of the Notification Center alert.
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