When the Preliminary Invoice Verification Process Is Enabled
When the preliminary invoice verification process is in use, users having a specific responsibility role or specifically assigned to the process will check the preliminary invoice for their part before moving it to invoicing.
You can verify all created preliminary invoices either in the Financial Management > Preliminary Invoices folder, or in the Workspace area by selecting the Review > Preliminary Invoices folder.
The person whose turn it is to verify the preliminary invoice first checks the content of the preliminary invoice and makes the requires changes, and then approves it with the Review button, in which case the preliminary invoice moves to the next person in the review process. NOTE! Pressing the Review button cannot be cancelled.
The reviewers for an individual preliminary invoice appear in the Reviewers folder of the preliminary invoice in the reviewing order. The preliminary invoice must be checked in that order, or the order must be modified with the ribbon functions:
Move Up/Down will change the reviewing turn of a single reviewer on the list
- With the Mark as Reviewed button you can mark the preliminary invoice reviewed on your behalf.
- Skip Review allows you to bypass a specific reviewing turn
- New allows you to add a new person to the reviewing process
The buttons for marking a preliminary invoice as reviewed or skipping a reviewer are also available on the ribbon of an individual preliminary invoice and in the Preliminary Invoices folder. If the user currently assigned to review certain preliminary invoices is on leave or absent, power users and users with extended permissions can select multiple preliminary invoices from the list and skip the review step in bulk.
The function skips the next reviewer in the review cycle and any subsequent invalid reviewers. A reviewer is considered invalid if no user is assigned to the role. For example, if the review step is assigned to the Assistant role but no Assistant has been specified for the case.
When the review process is completed and the necessary changes have been made to the preliminary invoice, it can be approved by choosing Approve Preliminary Invoice on the ribbon. In the Preliminary Invoices folder, multiple preliminary invoices can also be approved at once.
Approving a preliminary invoice activates the Create Invoice button. By returning to the Preliminary Invoices folder, invoices can also be created from multiple approved preliminary invoices at once.
Power users can limit the right to approve preliminary invoices to a specific user group in the settings (Settings > Software Parameters > Office Parameters > Billing > Preliminary Invoice > Preliminary Invoice Approval Rights). After this parameter has been configured, only users belonging to the selected group and power users can approve preliminary invoices. However, this parameter does not grant permissions to create or edit preliminary invoices or to create invoices from approved preliminary invoices.
When the Verification Process Is Not Enabled
When reviewing preliminary invoices is part of your responsibilities but the Verification Process is not enabled, you can review all entries on an individual preliminary invoice and mark them as reviewed in the Activities and Expenses tabs of the preliminary invoice.
If you do not need to open the preliminary invoice window, you can also mark your own entries related to preliminary invoices as reviewed in the Tasks area under Items to Be Reviewed → Activities and Expenses.
To find entries awaiting review, select:
- All Activities view (or, in the Expenses tab, Recorded Expenses)
- Entry status “On Preliminary Invoice”
You can edit entry descriptions, recorded or billable hours (Quantity), and unit prices directly in the list. You can also select multiple activities or expenses and mark them as reviewed using the Mark as Reviewed button.
Once all activities and expenses on a preliminary invoice have been marked as reviewed, the status of the entire preliminary invoice is automatically changed to Reviewed.
After all necessary changes have been made, the preliminary invoice can be marked as Approved using the ribbon button. An actual invoice can then be created from it. You can also approve multiple preliminary invoices at the same time from the preliminary invoice list.
No further changes can be made to an approved preliminary invoice. If necessary, it can be returned to the Reviewed status using the Revert to Reviewed button on the ribbon.
Rejecting a Preliminary Invoice
If the billing of a particular preliminary invoice should be postponed to a later date, you can reject the preliminary invoice as follows:
- From the Preliminary Invoices folder choose one or more preliminary invoices.
- Choose Reject Preliminary Invoice on the ribbon.
- If rejected preliminary invoices have been defined to be saved, the system will open a window to enter in a rejection reason.
- You can define this feature in the settings (> Application Parameters > System parameters > Invoicing > Preliminary Invoice > Keep rejected preliminary invoices and Rejection reason required for a preliminary invoice)
- You can define this feature in the settings (> Application Parameters > System parameters > Invoicing > Preliminary Invoice > Keep rejected preliminary invoices and Rejection reason required for a preliminary invoice)
- Type in a rejection reason and confirm with OK.
After this action the preliminary invoice can be found in the ‘All Preliminary Invoices view by filtering out preliminary invoices with the status rejected.
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