Taking Action on Invoices and Updating GL Codes

    On the Invoices List, you may view invoices submitted to you by your service providers. Through this list you will have transparency with the invoice processing cycle, so you will know which invoices are open, approved, placed on hold, rejected, and paid.

    Invoices List

    On the Invoices List, you will see an overview of the invoice details, including the invoice number, amount, and GL code; invoice status and date; trade, provider, and location where the work was done; number of attachments; and the work order number. The status of the invoice appears listed on the invoice as well as a colorized bar across the top of the invoice.

    To the right of each invoice is the Actions button, where you can take actions on one invoice. You may also take actions on multiple invoices at once. See Taking Action on Invoices, below.

    Invoices List

    How to View the Invoices List

    On the top navigation bar, click Invoices. The Invoices List appears.

    Taking Action on Invoices

    As a facility operator, you may take action on a single invoice, multiple invoices, or all invoices at once.

    Taking Action on a Single Invoice

    To the right of each invoice is the Actions button. This allows you to take the appropriate action for that specific invoice:

    • Open: By default, all invoices are in the Open status when submitted. Should you need to place it On Hold, you may put it back to the Open status at a later time.
    • Approve: The invoice is accepted and can move forward for payment.
    • On Hold: The invoice requires further review before being approved or rejected.
    • Reject: The invoice costs and/or details are not agreed upon. May require the service provider to resubmit the invoice.

    How to Take Action on a Single Invoice

    1. Locate the desired invoice and click Actions.

      Take Action on a Single Invoice

    2. Select the action you need to take on the invoice. The action overlay appears.
    3. Review the invoice details, enter a comment when required, and then click Save. The invoice changes to the chosen status.

    Taking Action on Multiple Invoices

    To the left of each invoice is a checkbox, which allows you to check the individual invoices on which you want to take action.

    On the top of the list, a checkbox left of the number of invoices listed allows you to take action on all invoices. On the bottom of the page, you will see a blue bar with the actions you can take, and the number of invoices on which you can take that action next to each action.

    How to Take Action on Multiple Invoices or All Invoices

    1. Check the box next to the desired invoices or check the box on the top to select all invoices.
    2. On the bottom of the screen, click the desired action. The action overlay appears.

      Take Action on Multiple Invoices

    3. Enter the required information, and then click Save. The invoices change to the selected status.

    Updating GL Codes

    GL codes, which are also known as Approval Codes, are special codes that are used for accounting purposes.

    When configured, GL codes appear on work orders and invoices. The invoice GL code is displayed under the Actions button. By default, an invoice has the same GL code as the WO associated with that invoice. When the WO does not have a GL code, the invoice has no code either.

    Sometimes it may be required to add a GL code to an invoice or update the current GL code. You can do that either from the Invoices List or from the Batch By mode. You can change a GL code for a single invoice, multiple invoices, or all invoices at once.

    Important: After you add or change an invoice GL code, the GL code for the work order linked to the invoice will automatically update.

    How to Edit a GL Code for a Single Invoice from the Invoices List

    1. Locate the desired invoice and click GL Code or the GL code number under the Actions button. The Edit Approval Code overlay appears.
    2. Enter a new GL code.
    3. Select a category should you need to change the invoice category.

      Edit a GL Code for a Single Invoice

    4. Click Save. The invoice GL code is updated.

    How to Edit GL Codes for Multiple Invoices from the Invoices List

    1. Check the box next to the desired invoices or check the box on the top to select all invoices.
    2. On the bottom of the screen, click Approval Code. The Edit Approval Code overlay appears.
    3. Enter a new GL code.

      Edit GL Codes for Multiple Invoices

    4. (Optional) Add a comment.
    5. Click Save. The invoices GL codes are updated.

    How to Edit a GL Code in the Batch By Mode

    1. On the Invoices List, click Batch by and select the option by which you want to group invoices. The result page appears. The number opposite each option name indicates how many invoices belong to each option.

      Batch By Mode

    2. Click the number opposite the provider, trade, or category name. The list of invoices appears.
    3. Check the boxes next to the desired invoices or check the box on the top to select all invoices.
    4. On the bottom of the screen, click Approval Code. The Edit Approval Code overlay appears.

      Edit a GL Code in the Batch By Mode

    5. Enter a new GL code.
    6. (Optional) Add a comment.
    7. Click Save. The invoices GL codes are changed.

    How to Edit GL Codes and Approve Invoices in the Batch By Mode

    1. On the Invoices List, click Batch by and select the by which option you want to group invoices. The result page appears. The number opposite each option name indicates how many invoices belong to each option.
    2. Click the number opposite the provider, trade, or category name. The list of invoices appears.
    3. Enter new GL codes into the GL field under the View button.
    4. Check the boxes next to the invoices for which you changed the GL codes.
    5. On the bottom of the screen, click Approve. The Invoice Batch Approval overlay appears.
    6. (Optional) Add a comment.
    7. Click Save. The invoices GL codes are changed and the invoices are approved.