Invoice Quality Check

Use this feature to review invoices prior to distribution. This feature must be enabled through System Settings.

1. From the Home screen, do one of the following:
    
   • Click Procedures on the navigation panel.
   • Click Areas > Procedures on the menubar.
   • Click the down arrow next to Home on the options bar and select Procedures.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Procedures.
   • Click Home > Procedures on the menubar.

2. Click Accounting on the navigation panel or Areas > Accounting on the menubar.
3. Click Invoice Quality Check on the navigation panel.
4. Change the invoices that display in the list if necessary.
   1. You can view pending, approved, or returned invoices, or you can filter the list by specifying search criteria. To change the items that display in the list, click the word Invoices in the view filter.

   

    

   The following choices display:

   1. • Pending
      • Approved
      • Returned

   2. Click on the appropriate selection.

   If you select Search, make a selection in each dropdown menu in the search bar to locate the desired invoice. The fields vary, depending on your selections

    

   

    

   These are the choices in the first dropdown menu:

   1. • Accounting Code
      • Account Name
      • Account Type: If you select Account Type, choose the type in the second dropdown menu. Click Find.
      • Agency
      • Attached By
      • Attached Date
      • Invoice Amount
      • Invoice Complexity: If you select Invoice Complexity, choose the complexity in the second dropdown menu. Click Find.
      • Invoice Number
      • Invoice Priority: If you select Invoice Priority, choose the priority in the second dropdown menu. Click Find.
      • System Event: If you select System Event, choose the event type in the second dropdown menu. Click Find.
      • Updated By
      • Updated Date

   The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

   1. • Equals: Enter the search criterion (e.g., the full description or folder name) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
      • Contains: Enter at least one character of the selected criterion. Click Find.
      • Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars. Click Find.

      You can apply multiple filters if necessary.

      1. To apply multiple filters to the list, do one of the following:
         • Click the Edit Filter button . 
         • Press [Ctrl] + E.
      2. The Edit Filter pop-up window displays. 
         
         Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.

      

      3. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
      4. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
      5. Click Finish when you have applied all of your desired filters.
         
         To exit the dialog without applying any filters, click Cancel.
5. You can change the columns that display in the list if you wish.
   1. Click the Select Columns link label on the right side of the header bar.

   The Select Columns window displays.

   2. Select the checkbox next to each column that should be included in the list.

   Deselect the checkbox next to each column that should be removed from the list.

   

   3. Columns will display in the order in which they are listed. In the example above, Batch # would be the first column and Delivery Time would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
   4. Click OK or press [Enter] to save your changes.

   Click Cancel to close the window without saving your changes.

6. Double click on an invoice to open it.
7. Click on an invoice that you wish to accept or reject, and follow the appropriate instructions:

1. • Approve Invoice(s) for Distribution

     Note: To select multiple invoices, press the [Ctrl] or [Shift] key on your keyboard as you click on invoices.

     1. Do one of the following:

        • Click Actions > Approve Invoice(s) for Distribution on the options bar.

        • Click Actions > Approve Invoice(s) for Distribution on the menubar.

        • Right click the invoice and select Approve Invoice(s) for Distribution.

     2. The Approve Invoice(s) for Distribution pop-up window displays.

     3. If the invoices are for clients, you may have the option to select the Send SMS checkbox to notify the primary contact on each account via text message that invoices have been generated (this option is not available for other entity types). Click here for more information on how the default setting for this checkbox is determined.
        
        If you are sending an SMS message, optionally change the Template for the message:

        The Send SMS checkbox only displays if the primary contact on at least one of the selected accounts has an SMS-enabled phone number and the Generate Invoices event is activated in SMS Events Configuration. Its default setting and your ability to edit it depend on the configuration of the Generate Invoices event.

         

        If the event is Not Required, the Send SMS checkbox defaults selected. If the event is Required, the checkbox defaults selected and disabled, although you can change the Template selected for the message. If the event is set to Background, the checkbox does not display and a text message is sent automatically using the template selected in SMS Events Configuration.

     1. Click the lookup button in the Template field.   

     2. To filter the list of available templates, select a Tag.  

     3. Select the Template and then click Finish.   

     4. Click Finish.

     5. If the Print pop-up window displays, make the necessary selections and click OK.

     6. The invoice is printed or sent as specified when the invoice was created.

   • Return Invoice for Review

     Note: To select multiple invoices, press the [Ctrl] or [Shift] key on your keyboard as you click on invoices.

     1. Do one of the following:

        • Click Actions > Return Invoice for Review on the options bar.

        • Click Actions > Return Invoice for Review on the menubar.

        • Right click the invoice and select Return Invoice for Review.

     2. In the Return for Review window, choose a status for the related activity:

        • Open

        • Closed

          1. Choose Successful or Unsuccessful in the Closed dropdown menu.
             
             If you close the activity unsuccessfully, select a Reason from the dropdown menu.

          2. Optionally enter an Actual time (in Hours and Minutes) that was spent on this activity.

          3. Optionally enter the Actual cost of this activity.

     3. Change the Access level for the activity note if applicable. Only members of the selected group will be able to view the note.

     4. Optionally enter a Note in the text box.

     5. Click Finish.
        
        Note: If your agency is set up to generate an activity for this action automatically, choose the person who needs to amend the invoice in the Who/Owner field.

   • Check Invoice Batch In/Out

     1. Do one of the following:

        • Click Actions > Check Invoice Batch In/Out on the options bar.

        • Click Actions > Check Invoice Batch In/Out on the menubar.

        • Right click the appropriate invoice and select Check Invoice Batch In/Out.

     2. You are prompted, "Do you wish to check in/out all invoices for the selected batch?" Click Yes.

   • Print a List of Invoices

     1. Do one of the following:

        • Click the Print button to the left of the list.

        • Click Print > Listview on the options bar.

        • Click File > Print > Listview on the menubar.

     2. Print this list as you would any other document.