Current Transactions
Contents
About
Current transactions show the draft invoices created from the hours entry process. Use the Period & Open/Closed filters to select those draft invoices you wish to approve.
How to Use
View Open/Closed Transactions
Click on the Invoices and then the Current Transactions links to access.
The screen will default to the most recent period ending and show Open transactions (if there are any) or Closed ones.
When looking at the Current Transactions report, Open transactions are those that have been entered and the employees have not yet been paid (ie the batch has not been processed). Closed transactions are those where the batch has been processed - or if there is not a pay associated with the invoice (ie transactions that are charge only will go straight into Closed in the Current Transactions report).
Below are Open transactions;
Below are Closed transactions;
As mentioned above - draft invoices are grouped by period end and these are selected from the Change Period dropdown box in the top left of the screen.
View Uninvoiced Transactions
To see all Uninviced Transactions (irrespective of the period end) select Uninviced Transactions dropdown box in the top left of the screen. Again, use the Open or Closed tab to filter between the two types.
Approve An Invoice
Prior to sending an invoice it needs to be approved.
To approve a single invoice click on the company or employee name (or Approve button) when looking at the Current Transactions.
Once you have clicked on it, the next screen shows you all of the lines on that invoice - ie by clicking on any line from the Current Transactions screen you will see a draft invoice with all of the relevant invoice lines on it.
The way that a draft invoice is created is that the system will look for all entered transactions for that billing location and that period ending. So by having Orders with the same Client Location it will automatically group transaction invoice rows together. If the order also has a Purchase Order number - eg different Orders have different purchase order numbers, then the system will create an invoice for each of the purchase orders.
To approve an invoice, first check that all of the invoice details are correct and then confirm that the Approve Invoice screen has the correct details (eg enter a Purchase Order # if you need one on the invoice and it has not been entered on the order already - or Edit Invoice Rows if you need to make adjustments) - then click the Approve Invoice button.
To bulk approve invoices - from the Current Transactions page - click on the Bulk Approve Invoices button.
From here, select the invoices that you wish to bulk approve and either click the Approve button - or if you wish to send the invoices at the same time, click the Approve & Send button.
