Overview
If your vendor is collaborating with you on-system, they can submit invoices to you for your review. The steps below will guide you through the actions you can to review the invoice, approve it, reject it, or mark it up with revisions.
Process
You will receive an email and an in-app notification that an invoice is ready for your review. Click on the notifications or open the applicable project and open Invoicing and Pay Applications.
The received invoice will be in a status of Pending Internal Approval. Open the invoice to review it.
The Details tab will show a summary of the invoice, including Gross Billed to Date and Balance to Complete.
The SoV/WBS tab will display the line items that the vendor invoiced against. Note that the the Lines Billed This Period are automatically displayed. You can use the dropdown to switch the view to All Lines.
To Approve this invoice, Apply Funding, and click Approve.
To send this invoice back to the vendor, choose the More icon > Request Revision.
Provide a reason for the revision and explain the items the vendor should update. Click Request Revision. This will send the invoice back to the vendor for resubmission.
Once your vendor has re-submitted an invoice, you will receive an email and in-app notification prompting you to review the updated version.
To Reject the invoice, choose the More icon > Reject. This is an internal rejection and is typically used during an approval workflow if one of the individuals on the workflow does not approve the invoice. You can then choose to request a revision from the vendor.
If you want to reject this invoice and do not want to allow resubmission, after Rejecting the invoice, choose the More icon > Void.
Once an invoice has been Approved, you can either package it into an application package, or Mark as Paid.
Once the invoice is marked as paid, it will be uneditable, but can be reverted to Draft by a workspace Administrator.