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Invoices listed on the Approve Invoices page are in the Open, On-Hold/Disputed, or Reviewed invoice statuses.

  • Open: An open invoice is the one that is generated for a work order and is standing in your queue awaiting your action. For multi-level invoicing, an open invoice will be pushed to the next approver according to the approval limits and rule sets configured for your company.
  • On Hold/Disputed: An invoice that you place on hold through Dashboard 2.0 will remain in your Approve Invoices queue until you approve it. For multi-level invoicing, the next approver may not be able to take action on the invoice until after you have cleared the dispute.
  • Reviewed: For multi-level invoicing, a reviewer below you in the MLI hierarchy has approved the invoice, and you are the next to take action.

Approve Invoices page

On the Invoice details page once you click the Invoice#, you can review the agreed upon rates of labor, travel, and other categories and compare with what providers submitted in the invoices. 

  1. In the upper-left corner of the screen, click the menu icon, and select Approve Invoices. Alternately, click the # Invoice tab. The list of open invoices appears. See Navigating the Invoice Module for more information on each column.
  2. To mark an invoice for Audit, check the box related to the invoice. See Marking Invoices for Audit.

  3. Under the Action column, click Go. The Action page appears, listing the following information: 
     Approving an invoice

    Column Header

    Description

    Edited By

    Your username appears here.

    Category

    Classifications that are created in the system by the administrator to group different types of work orders.

    Approval Code

    An identifier used for accounting purposes.

    Action

    Allows a user to approve, dispute, or reject an invoice.

    Trade

    The line of work under which the work order falls.

    Comment

    Enter notes for the invoice, especially the invoice is being disputed or rejected.

    Invoice Amount

    The total cost of services, including taxes and fees, in the appropriate currency.

    Additional Action(s)

    When activated, a list of users who are next to approve the invoice after you have approved it.


    Your permissions determine if you can change the Category, Approval Code, or change the next approver through Additional Actions.


  4. If permissioned, change the Category and Approval Code:
    • Use the drop-down menu to change the Category, if necessary.
    • Enter a new Approval Code, if necessary.
  5. In the Action drop-down, select the appropriate invoice status: Approve, On Hold / Dispute, or Reject.
  6. Click Submit. A confirmation page appears stating that the invoice status was updated.

Marking Invoices for Audit

Check the Audit box for invoices that should be flagged for administrators to run reports for auditing purposes. Note that you must check the box before approving the invoice, as you cannot take this action after the fact through the dashboard.

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