External Billing › Approve Billed Transaction or Credit Memo

Approve Billed Transaction or Credit Memo

Use the Billing Approval page to approve or reject bills or credit memos. Approving a set of transactions is often a two-step process where bills are first defined and then approved. Once approved, billed transaction sets can be printed on an invoice and sent to customers. You can approve or reject bills that are standard, contract, or retainer billing types.

When a set of transactions is rejected for a particular billing type, the following occurs:

• Contract or retainer bill types are available for advance billing, modification, or invoicing.
• Credit memos are available for issuing as though they had not been previously issued.

Before a bill is approved for projects that are contract or standard billing types, the contract value verified that it does not exceeded when the contract amount is enforced.

To approve or reject a billed transaction or credit memo

1. Select Billing Approval from the External Billing menu.

   The Billing Approval page appears.

2. Browse or filter the list of customers with pending billing or credit memo approvals.

   If you filter on a project that is part of the billing hierarchy, the filter will return the billing project.

3. View the following information:

   Client Name

   Displays the name of the company associated with a bill or credit memo.

   Project Name

   Displays the project name associated with a bill or credit memo.

   Biller

   Displays the ID of the user who submitted the bill or credit memo for approval.

   Bill Type

   Displays the bill type or credit memo.

   Contract Amount Enforced

   Indicates that a billing will not be generated if it exceeds the contract amount.

   Has Billing Subprojects

   Indicates that this is the billing project for a billing hierarchy and that the amount includes totals for other projects in the hierarchy.

   Bill Total

   Displays the bill total for an invoice or credit memo.

   Bill Date

   Displays the bill date of an invoice or credit memo.

4. Select the check box next to each company whose billable transactions or credit memos you want to approve or reject.
5. Do the following:
   • Click Approve to approve the transactions or credit memos.

     The credit memo is available for printing.

   • Click Reject to reject the transactions or credit memos.

More information:

Print Billing Invoices and Credit Memos