Approvals: Invoices

Invoice approvals has the following admin pages.

ClosedAuto-Approval Rules

This page shows all the rules in place for automatic invoice approvals, along with the following details in a smart table.

  • Name: The name of the auto-approval rule

  • Amount: The amount over which the invoice must be reviewed rather than automatically approved

  • Approval Level: The approval level (1st, 2nd, 3rd, and so on) granted by the rule

  • Criteria: The value that determines whether the invoice can be automatically approved based on the rule

    For example, if set to Financial Code 1, invoices that use a saved value categorized within Financial Code 1 are automatically approved.

Create a new auto-approval rule

Click New below the table. You can configure the following:

  • Name (required): Enter the name of the rule

  • Approval Level (required): Set the approval level (1st, 2nd, 3rd, and so on) granted by the rule

  • Status: set to Active or Inactive

  • Requires review if over (required): The amount over which the invoice must be reviewed rather than automatically approved

  • Approval SLA

  • Auto-approval rules

  • Rule priority: Determines the order in which rules are processed, with the lower values being processed first

    You can set the value from 1 to 99. The default value is 50.

  • Select email recipients: select Maintenance Manager, Senior Maintenance Manager, and/or click the plus sign to add another email recipient

Rule builder

When you create a new auto-approval rule, the Rule builder sets the criteria by which the invoice can be automatically approved based on the rule. You can have multiple entries for each rule.

  1. Click the plus sign button.

  2. Select a Criteria Value from the menu that appears. Options can include:

  3. Click Edit.

  4. Select the names, codes, or values from within the Criteria Value to add as Saved Values.

    You can select any or all of the items configured for the Criteria Value, such as particular clients if you select Client for the Criteria Value

  5. Click Select.

    Your selections appear as Saved Values for the Criteria Value. When an invoice matches your selections, it is automatically approved based on the rule, as long as the invoice amount is not over the Requires review if over value.

ClosedAuto-Approval Exceptions

This page shows all the rules in place for preventing automatic invoice approvals when specific criteria is met, allowing for manual review for invoices that otherwise would've been automatically approved.

The following information displays in a smart table:

  • Name: The name of the auto-approval exception rule

  • Description

  • Work order billing types: The billing types the rule can apply to

  • Criteria: The value that determines whether the invoice is excepted from automatic approval based on the rule

    For example, if set to Provider type, invoices (that would otherwise qualify for automatic approval) using the designated provider type are flagged/stopped to allow for manual approval.

  • Status: indicates whether the rule is active

Create a new auto-approval exception rule

Click Create new rulebelow the table. You can configure the following:

  • Name (required): Enter the name of the rule

  • Work order billing type (required): Enter the billing types the rule can apply to

  • Manual review level: Select the review level at which exception items can pass through unchecked

  • Description

  • Status: set to Active or Inactive

Exception builder

Use the Exception builder to list the criteria that would flag/stop an automatic approval, all other criteria being met.

  1. Click the Add new entry plus sign.

  2. Select the exception types from the dialog that opens and click Select.

  3. If applicable, enter the monetary Value for the exception.

    For example, you can set a value that total labor costs can't exceed and still qualify for automatic approval.

  4. Indicate whether the exception is enabled for the rule by selecting Yes or No for the Exception value.

    Setting to No flags the work order so you can review it, but doesn't stop automatic approval.

Rule builder

When you create a new auto-approval exception rule, the Rule builder sets the criteria for what the rule can apply to. You can have multiple entries for each rule.

  1. Click the plus sign button.

  2. Select a Criteria Value from the menu that appears. Options can include:

  3. Click Edit.

  4. Select the names, codes, or values from within the Criteria Value to add as Saved Values.

    You can select any or all of the items configured for the Criteria Value, such as particular clients if you select Client for the Criteria Value

  5. Click Select.

    Your selections appear as Saved Values for the Criteria Value. When an invoice matches your selections, it is automatically approved based on the rule as long as no exceptions have been triggered.

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