Enter the initials of the Reviewer whose assigned invoices you want to view.

Press F4 for a list of active Reviewers from which to choose.

In order for you to approve the invoices as a particular reviewer, your log-in must be included in the User Name column on the User Names tab of HQ Reviewers (press F5 in the Reviewer field to access HQ Reviewers).

Use this box to select the line types you want to review. Line types available for selection are:

• Job

• Inventory

• Expense

• Equipment

• EM Work Order

• Purchase Order

• Subcontract

• SM Work Order

If an invoice has at least one of the selected line types, it will be included in the invoice selection. If a line type is not selected, all line types display.

Display All Reviewer Invoices check box in the AP Unapproved Invoice Review form

Select this check box if you want to include all invoices that are assigned to this reviewer, even those flagged as 'approved' or 'rejected' as well as those that have been approved by any higher-level, non-optional reviewer (for lines assigned to a Reviewer Group with the Allow up level approval option set to View and approve self and lower levels in the HQ Reviewer Groups form).

Even if you select this check box, the grid does not display:

• invoices not yet marked as 1 - Ready

• invoices with approval sequences lower than that assigned to this reviewer (unless the View and approve self and lower levels option is selected in the HQ Reviewer Groups form)

• approved invoices that have been updated to an AP transaction batch

Check this box to display invoices that are posted to a selected job (field below).

Uncheck this box to include all invoices for all jobs.

This field is only enabled when the Display Invoices Posted to a Selected Job box is checked.

Specify the JC company of the job whose invoices you want to display for review/approval.

Specify the job for which to review/approve invoices.

This field is only available if Display Invoices Posted to a Selected Job is checked.

This field displays the month associated with the selected invoice.

This field displays the sequence number associated with the selected invoice.

The Hold Code field in the AP Unapproved Invoice Review form

Entry in this field is not required. However, if entry is made, it must be valid.

Specify or change the hold code (from HQ Hold Codes) for this unapproved invoice, if applicable. Hold codes prevent the invoice from being paid until the hold code is released. The hold code entered here is in addition to any hold code automatically placed on the transaction (or any portion of the transaction) because of retainage or a vendor hold.

Optional column in the AP Unapproved Invoice Review form.

Select this check box to designate this reviewer as optional for this invoice line. This allows for one of several reviewers to approve at a given approval sequence. You can change this setting using AP Unapproved Invoice Entry.

As long as more than one optional reviewer is assigned to each invoice line’s approval sequence, only one reviewer must review and approve in order for the approval process to advance. However, if the only reviewer on an invoice line’s approval sequence is an Optional Reviewer, their approval becomes required in order for the approval process to advance.

Setting ALL reviewers on a sequence as optional does not eliminate the approval requirement for that sequence. If an invoice line’s approval sequence contains multiple reviewers, the following rules apply to allow the approval process to advance.

• if ALL reviewers on a sequence are set as optional, at least one must approve

• if ALL reviewers on a sequence are set as non-optional (Optional Reviewer check box is not selected), all must approve

• if some reviewers on a sequence are set as non-optional and some as optional, all non-optional must approve

Check this box to indicate this invoice is complete and approved. If approving invoices at this level, all lines for the invoice are automatically approved. Once approved, this invoice can be processed and added to an AP batch in AP Unapproved Invoice Posting.

Do not check this box if this invoice is not ready to be approved.

Rejected check box on the AP Unapproved Invoice Review form, Invoice Header grid.

Select this check box to reject this invoice. Use the Rejection Reason column (right) to indicate why the invoice is being rejected. You can also use the Invoice Notes column to enter more detailed information about the rejection.

Do not select this check box if you are not rejecting this invoice.

Specify the reason for rejecting this invoice. Use F4 to see a list of valid reasons.

Use this field to enter miscellaneous notes and information about this invoice. Notes cannot be entered directly in the grid; they must be entered via the Add Notes window, which is accessed by double-clicking in this field.

The Add Notes window is divided into two sections. The upper section is display only and shows all notes entered for the invoice. Each note is date-stamped and includes the reviewer’s initials. Because these notes track the approval process, they cannot be edited or deleted. The lower section is used to add new notes. Once you have entered your note text, click the Add button. This will add the note, along with the date and reviewers initials, to the upper section of screen.

Spelling Check

A spell check can be run for any notes entered in this window. Click the Spelling button in the toolbar () or select the Spelling option from the Tools or shortcut menu.

Tip: To use the Tab feature (such as to indent the first line of a paragraph or create columns), you will need to press Ctrl + Tab for each tab increment.

Note: Invoice notes do not display in the Invoice Notes column. Instead, the date and reviewer of the first note written displays to indicate that notes exist (e.g. 11/22/2007 By MDM).

Check this box to indicate this invoice line is complete and approved. If you approved the invoice at the header level, all invoice lines are automatically marked as approved.

Do not check this box if this invoice line is not ready to be approved.

Select this check box to reject this invoice line. If you rejected the invoice at the header level, all lines on the invoice are automatically marked as rejected. Use the "Rejection Reason" column (right) to indicate why the invoice line is being rejected. You can also use the Line Notes column to enter more detailed information about the rejection.

Do not select this check box if you are not rejecting this invoice line.

Specify the reason for rejecting this invoice line. Use F4 to view a list of valid reasons.

Use this field to enter miscellaneous notes and information about this invoice line. Notes cannot be entered directly in the grid; they must be entered via the Add Notes window, which is accessed by double-clicking in this field.

The Add Notes window is divided into two sections. The upper section is display only and shows all notes entered for the invoice line. Each note is date-stamped and includes the reviewer’s initials. Because these notes track the approval process, they cannot be edited or deleted. The lower section is used to add new notes. Once you have entered your note text, click the Add button. This adds the note, along with the date and reviewers initials, to the upper section of screen.

Spelling Check

A spell check can be run for any notes entered in this window. Click the Spelling button in the toolbar () or select the Spelling option from the Tools or shortcut menu.

Tip: To use the Tab feature (such as to indent the first line of a paragraph or create columns), you will need to press Ctrl + Tab for each tab increment.

Note: Invoice notes do not display in the Invoice Notes column. Instead, the date and reviewer of the first note written displays to indicate that notes exist (e.g. 11/22/2007 By MDM).

This field displays for job-related lines only.

Defaults the JC Co to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field displays for Job-related lines only.

Defaults the job to which this invoice line was posted. If this is a ‘Job’ line, job may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry. If this is a 'PO' or 'SL' line, job cannot be overridden.

This field displays for Job-related lines only.

Defaults the phase to which this invoice line was posted. If this is a ‘Job’ line, phase may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry. If this is a 'PO' or 'SL' line, phase cannot be overridden.

This field displays for Job-related lines only.

Defaults the JC cost type to which this invoice line was posted. If this is a 'Job' line, cost type may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry. If this is a 'PO' or 'SL' line, cost type cannot be overridden.

This field displays for Equipment lines only.

Defaults the EM Co to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field displays for Equipment-related lines only.

Defaults the equipment to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field displays for Equipment-related lines only.

Defaults the cost code to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field displays for Equipment-related lines only.

Defaults the EM cost type to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field displays for Inventory-related lines only.

Defaults the IN Co to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field displays for Inventory-related lines only.

Defaults the IN location to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

This field only displays for invoice lines associated with an SM Work Order; that is, lines with a type of 8-SM Work Order or PO lines (type 6-PO) that reference an SM work order.

Defaults the SM Co to which this invoice line was posted; may be overridden.

This field only displays for invoice lines associated with an SM Work Order; that is, lines with a type of 8-SM Work Order or PO lines (type 6-PO) that reference an SM work order.

Defaults the SM work order to which this invoice line was posted.

This field only displays for invoice lines associated with an SM Work Order; that is, lines with a type of 8-SM Work Order or PO lines (type 6-PO) that reference an SM work order.

Defaults the work order scope to which this invoice line was posted; may be overridden.

This field only displays for invoice lines associated with an SM Work Order; that is, lines with a type of 8-SM Work Order or PO lines (type 6-PO) that reference an SM work order.

Defaults the SM cost type to which this invoice line was posted; may be overridden.

This field only displays for job-related SM work order lines (i.e. lines with a Type of 6-PO or 8-SM Work Order that associated with a job-related SM work order).

Defaults the JC cost type to which this invoice line was posted.

• You may override the default for SM work order lines only (type or 8-SM Work Order); the system will update the information to the invoice line in AP Unapproved Invoice Entry.

• The system shows related job information (SM JCCo, SM Job, and SM Phase) for each applicable line; however, this information is display only and cannot be edited.

This field is enabled for Expense lines only.

Defaults the GL Co to which this invoice line was posted; may be overridden and the change will be updated to the invoice line in AP Unapproved Invoice Entry.

Defaults the GL account to which this invoice line was posted; may only be overridden for 'Expense' lines. Change will be updated to the invoice line in AP Unapproved Invoice Entry.

Use this field to enter miscellaneous notes and information about this invoice line. Notes cannot be entered directly in the grid; they must be entered via the Add Notes window, which is accessed by double-clicking in this field.

The Add Notes window is divided into two sections. The upper section is display only and shows all notes entered for the invoice line. Each note is date-stamped and includes the reviewer’s initials. Because these notes track the approval process, they cannot be edited or deleted. The lower section is used to add new notes. Once you have entered your note text, click the Add button. This adds the note, along with the date and reviewers initials, to the upper section of screen.

Add Standard Notes

To add standard notes (set up in HQ Standard Note), make sure focus is in the Notes box and click the right mouse button. From the shortcut menu, select the Standard Notes option, which brings up the Std Note Copy window. Enter the standard note to copy and click OK to add the note. Note will be appended to the end of existing note text (if applicable).

Spelling Check

A spell check can be run for any notes entered in this window. Click the Spelling button in the toolbar ( ) or select the Spelling option from the Tools or shortcut menu.