To search for an Unapproved Invoice, navigate to Menu > Invoices > Search > Unapproved to return “Unapproved Invoices” list.

This will display any Unapproved Invoices that have one or more reasons as to why they have not been validated. Each invoice will have an Invoice Number, Status, Invoice Date, Job No, Resource, Building Name, Client, Net Value, VAT, Total, Unapproved Reasons, Last Action by, Last Action Date and Last Action Notes. Each of the details in here will reflect the details either entered on the invoice or entered by reviewer of the invoice. The invoices shown here will be based on the Contractor the User is for. If you are not a Contractor, this list will be blank.

Use the “Filter” in the top right-hand corner to narrow your search criteria down if required, for example, to only show invoices for a particular site. In the pop-up window, set your “Filters” and then click <Filter>.

This will then only show a list of invoices as per your “Filter”. To remove, the filter, click <Remove> next to the filter name in the grey bar at the top of the page. 

Invoices in the unapproved list can be opened, to review the unapproved reasons, and to see any rejection notes that have been added by the client. Click on an <unapproved invoice> to open it

The user also has the option to “Edit” or “Delete” an invoice as required

On the “View Invoice” screen, the Invoice details are displayed. This provides the ability to edit the existing details of the Invoice or to view the uploaded Invoice and Worksheet files. This screen also shows a “History” of what has happened on the Invoice, who performed the action and when it occurred. It also display any Notes added when these actions occurred which can be viewed in more detail by clicking the <Notes>.

To view the uploaded files on the Invoice, click the <View> button next to the relevant document. If any of these details need changing then click the "Edit" button. Editing an Invoice is shown below.
Note: If the Invoice needs deleting, please see the Deleting an Invoice page.

When editing an Invoice, each of the “Cost” fields (and “Invoice notes” field) will be editable whilst the Date Submitted, Invoice Number and Tax Point cannot be modified. It is also possible to remove any uploaded documents and add in new documents. Once all the necessary changes have been made, click the <Submit> button to save them and re-submit the Invoice for approval.

Note: If the Invoice being viewed was rejected by the approver, the "Unapproved Reason(s)" will be displayed along with the Invoice details. If one of these Reasons is "Same day visit - not expecting attendance cost", the system will also display the Work Orders that clash with this Invoice. Before the Invoice can be re-submitted, the User is required to resolve the "Unapproved Reason(s)" otherwise they will be unable to submit the Invoice again. Once the "Unapproved Reason(s)" has been resolved and the Invoice is re-submitted, the Status of the Invoice changes from "Rejected" to "Pending Review". 
If unsure on what the Unapproved Reason means, hover over the “i” next to it to get further details.

If an Invoice has been rejected, there will also be note relating to why it was rejected in the “Rejection Notes” field. There is also a message that will be displayed explaining what the Resource can do to resolve this.