After completing the Date and any desired range fields, click the Go button to display the Checklist confirmation screen.This function enables you to approve AP transactions for payment that were created referencing an AP Term with the Requires Approval box checked.
A registry (see below) may also be used to set invoices to a Hold status.
If a preliminary project manager approval of Held invoices is desired, the global registry Project Manager Approval of Held Invoices must be enabled. See Start AP Payment Approved PM for details on the PM Approval.
This function should be run when you need to approve an ‘Approval Required’ vendor invoice for payment.
If the AutoReleaseHeldVouchers=true option of the registry entry for Service Billing Compute function is implemented, posting a Service Invoice that references the Requires Approval box will also approve ‘Requires Approval’ transactions.
Registry to Require Approval if vendor invoice requires approval or PO exceeds specified variance (Version 9.1 and above).
Date to Pay:
Enter the payment date for these invoices in mmddyyyy format.
Overhead Jobs Only?
When this box is flagged, direct jobs are excluded and this function will be limited to:
AP entries with no PO
AP entries for PO's with no header Job/WO
AP entries for PO's with an Overhead job in the header
Vendor Id:
Enter a Vendor Id to limit this list to a specific vendor. Multiple vendors can be specified by separating their Id's with a comma (ACME,JONES,BRILLIANT).
AP Invoice Id:
The vendor invoice number recorded in the AP Journal. If you leave this range blank, all eligible entries (subject to other range restrictions) will be selected.
WorkOrder Id:
The work order (from the PO header) with which this payment is associated. If you leave this range blank, all eligible entries (subject to other range restrictions) will be selected.
PO Id:
To limit this function to a Purchase Order (or list of PO’s), enter the PO Id (or a lists of Id’s separated by commas). If you leave this range blank, all eligible entries (subject to other range restrictions) will be selected.
Vendor User1-5:
These ranges allow this function to be limited Vendors based on the contents of their User1-User5 fields.
Job Id:
This range allows you to limit this function to the Job or WO's Job (from the PO header) with which this payment is associated. If you leave this range blank, all eligible entries (subject to other range restrictions) will be selected.
After completing the Date and any desired range fields, click the Go button to display the Checklist confirmation screen.
Do
This field enables you to select which Invoices will be approved for payment. By default, no invoices are selected. Double-click on the Do field to select or deselect an item (alternately, press the spacebar when the caret appears on this field).
Vendor Id: AP Invoice Number: Inv. Date: Due Date:
These fields default from the AP Journal entry.
Approved Amount:
The approved amount of the next payment. This field defaults from the AP Journal gross payment (or the Project Manager Approval) , but may be changed by the user if a partial payment will be made.
Gross Payment
The gross amount of the next payment. This field defaults from the AP Journal.
Retainage to Pay:
The amount of retainage to pay (included in the Gross Amount). The Retainage to Pay cannot exceed the Gross Amount or Retainage Unpaid fields.
Pay Date:
The date to appear on the AP check. This field defaults from the Date to Pay field in the AP Journal, but may be changed by the user).
Invoiced: Balance: Unpaid Retainage : Total Job Cost:
Vendor Name:
These display-only fields are maintained by the system.
Insurance Required? Insurance Expired?
If the Insurance Required box is checked, this Vendor is required to carry liability insurance (typical for subcontractor vendors).
Check Description
A brief description of this invoice. This will print on the check stubs.
PM Approve: PM Amount Approved: PM Date Approved:
If Preliminary PM Approval is enabled, and this was a Held Requires Approval Invoice, there fields will reflect the amount the Project Manager has approved. Note that the Approved amount cannot exceed the PM Amount Approved.
Has Notes:
If any Notes are associated with this Vendor Invoice, the box will be flagged. Notes for the selected line may be viewed/added by clicking the Notes button on the side button bar.
After making any needed adjustment on the Next Approved, Pay Amt Date, and Check Description fields, click the Go button. The information on the AP Approval Checklist list will be used by the system when you generate AP checks with the Report AP Checks function.
Click to view all attached documents for this invoice. Documents attached to the Vendor Invoice, Purchase Order, and AR Invoice will be combined into a .PDF file and displayed.
View Invoices: When this button is clicked, all Vendor Invoices (typically scanned into the AP Journal or Quick Attached) included on this list will be displayed.
The Notes button enables you to view and/or add notes to the selected line’s Vendor Invoice.
If preliminary project manager approval is enabled, this button will be enabled. If there is a dispute between the user running the final approval and the project manager, click this button to email the Project Manager a message regarding the dispute. When you do so, an e-mail form will appear. By default, the email address referenced by your User record will appear in the From: box, and the Project Manager’s e-mail address will appear in the To: box. The Subject line will be completed as follows: Please see {my user Id} regarding Invoice#:. Add any attachments needed, or additional information in the Message section then click the Send Email button. You may wish to CC: yourself on the message.