Start AP Payment Approved PM

Purpose:

This function enables Project Managers to give preliminary approval to ‘requires approval’ Vendor Invoices that are on hold. Once approved by the Project Manager, these invoices will then be eligible for final approval during the standard AP Approve HELD Invoices (Start AP Payment Approved List) processing.

Usage:

To be eligible for PM Approval a Vendor Invoice must be 'on hold' AND References a PO that links to a Job that has a Project Manager assigned to it. The Job Id or Work Id must be completed in the PO header. Only those invoices associated with the Project Manager running this function will appear on the list.

Registry:

In addition, the sys-ffv-global-settings registry option Required PM Approval of Held AP Invoices must be in place.

Important Fields: Initial Screen

Date to Pay:
Enter the payment date for these invoices in mmddyyyy format.

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 InvoiceNo:
The vendor invoice number recorded in the AP Journal. If blank, all eligible entries will be selected.

WorkOrder Id:
The work order with which this payment is associated. If you leave this range blank, all eligible entries 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 will be selected.

$image\go.gif$ After completing the Date and any desired range fields, click the Go button to display the Checklist confirmation screen.

Important Fields: Checklist Screen

Do
This field enables you to select which Invoices will be PM approved for payment. By default, no invoices are selected. Double-click on the Do field to select or deselect an item.

Vendor Name: A/P Invoice No: A/P Invoice (Amount): Balance:
These fields default from the AP Journal/History.

PM Amount Approved:
The amount the Project Manager wishes to approved for the next payment. This amount may NOT exceed the invoice balance if a previous payment has been made.

Pay Balance Button:
When clicked, the button will fill in the PM Amount Approved with the Balance, and flag the Do check box.

WO Id: Job Id: Job Name:
These informational fields indicate the Work Order / Job this invoice is associated with.

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).

Customer Name: AR Inv Id: AR Inv Amt: PO Id:
These display-only fields are maintained by the system.

Important Buttons:

$image\check.gif$ Click the Check button to check (select) every item on the list.

$image\checkoff.gif$ Click to de-select every item on the list.

$image\viewdoc.gif$ 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 Button: When this button is clicked, all Vendor Invoices (typically scanned into the AP Journal or Quick Attached) included on this list will be displayed..

$image\go.gif$ After making specifying the PM Amount Appr and Pay Date on any invoices you have flagged as Do, click the Go button. The information on the AP Approval PM will be used by the system when determining which Vendor Invoices will be eligible for final approval during the standard AP Approve HELD Invoices (Start AP Payment Approved List) processing.