Searching for Invoice Line Items

You can filter line items that display for an invoice. For example, you can display line items associated with a specific timekeeper or task code.

This is especially useful when reviewing large electronic invoices that have hundreds of line items. Two search views for line items are available by default.

For invoices with a large number of line items, you can select search criteria from a list unless the number of items in the list exceeds the maximum number of items allowed as specified in the Admin Settings. In this case, a search box is provided that lets you search across all values in the database.

To search for invoice line items

1. Search for an invoice and open it. The General page opens.
2. In the Line Items section, select a search view from the View drop-down list:
   • All Line Items—Displays all Line Items for the invoice (default selection).
   • Line Item Warnings—Displays only Line Items that have warnings (produced by invoice validation rules, as specified by your TeamConnect administrator).
     The list might include additional search views.
3. To apply additional search criteria, click the Show Filter link.
   • Enter additional Line Items search criteria from the displayed fields. For example, if the search view is All Line Items, you can enter the following:
     • To display only Fee Line Items, in the Item Type row, leave the first drop-down list option as Equal To. In the second drop-down list, select Fee.
     • To display only Expense Line Items, in the Item Type row, leave the first drop-down list option as Equal To. In the second drop-down list, select Expense.
     • To display only Fee line items with a specific task code (category), in the Task Code row, leave the first drop-down list option as Equal To. In the second drop- down list, select a category.
     • To display only Fee line items with a specific activity code (category), in the Activity Item row, leave the first drop-down list option as Equal To. In the second drop-down list, select a category.
     • To display only Line Items for a specific project, in the Project Name row, leave the first drop-down list option as Equal To. In the second drop-down list, select the project record type (for example, Dispute). In the third field, search for the project record name.
     • To display only Line Items with specific Warning message content, in the Warning Description field, type the word or text to search.
   • If the Search icon is next to the search box, you must enter an existing value.
   • You can enter multiple values for fields with the Add icon.
     • After you enter a value, click the Add icon to enter another value.
     • To remove a value from the search, click the Remove icon next to the value. To remove the first value you entered, select the text with the mouse and delete it.
4. Click Search.

Appeals Invoices

Enabling the Appeals Invoices functionality allows vendors recourse when a submitted invoice is not entirely approved as submitted in CSM. This setting can be enabled on the General tab of the CSM Settings page.

Appeals Invoices Setup and Details

For the appeals to work as designed, TeamConnect users at a given stop must be able to edit invoices before posting.

Vendors are only able to submit one appeal per invoice. The appeal will only include line items where the original amount was not approved. See the table below for examples.

Vendors are also able to provide a comment for each line item adjustment detailing the reason behind the appeal.

Appeals Invoice Workflow

The flowchart below demonstrates an appeal invoice workflow.

Client-side Process

1. Enable Appeals Invoices on the General tab of the CSM Settings page.
2. Upon receipt of an invoice from Collaborati, make adjustments to line items before posting, if desired.
3. Submit and sync.
4. If vendor appeals, an appeals invoice will generate. This invoice will have the same number as the original invoice along with "Appeal" added to the end of it.
5. After viewing the adjustments and comments made by the vendor, make the desired edits, save, and submit the appeals invoice. Sync with Collaborati. Note: Only the items that were not fully approved on the initial invoice will be included. For an example, see the table in Setup and Details. After this submission, the vendor will not be able to send another appeal invoice for that same original invoice.

Configuration Tips

The following best practices will assist in setting up appeals invoices:

• Configure object views to place appealed line items block directly under the line items block for easy comparison.
• Enable the approval rules to allow users to edit items before posting.
• In order to see the appealed line items on the original invoice, the Appealed Line Items block should be placed on the object view.
  

However, for optimized configuration, contact Mitratech Services at professionalservices@mitratech.com.

Invoice Duplicates

Depending on system settings, TeamConnect may prevent you from creating duplicate invoices. A duplicate invoice is an invoice that has identical values for the following fields as an existing invoice:

• Invoice number
• Vendor ID
• Invoice Date that falls within 12 months of the existing invoice
• Invoice Type

If a new invoice is detected to be a duplicate, the system will display an error message. Contact the TeamConnect administrator for questions about saving duplicate invoices.

Invoice Versions

An invoice can have multiple versions stored in TeamConnect. When an invoice submitted for posting has been rejected by an approver in an invoice workflow, and the rejected invoice is later modified and submitted again for approval, the invoice will be saved in TeamConnect as a newer version. Different invoice versions will be differentiated with a version number.

Points to Remember

• You will be able to view the previously rejected invoice and its workflow history while reviewing the re-submitted invoice.
• On an invoice search view results list, only the latest version of an invoice with a rejection history displays. To view previous versions of the invoice, you must open the latest version and then select the Versions page. Click the link of the invoice version to view it.
• On an invoice's Versions page, the originally rejected invoice displays with a version number 1.
• Prior versions of invoices are read-only and cannot be adjusted or updated. Only the current invoice version can be adjusted, as long as the invoice is in the appropriate state and you have appropriate adjustment rights. See Adjusting an Invoice Summary or Adjusting Invoice Line Items for more information on adjusting your invoice.
• On an invoice's Versions page (Invoice Version field), the version number displays in parentheses in the Invoice No. field. The Versions page is read-only and displays links to previously rejected invoice(s), or related invoice versions.
• If the invoice has been rejected and resubmitted multiple times, you will see all previously rejected invoice versions under the Invoice Version column.

Viewing Previous Invoice Versions

On the Versions tab (Invoice Version field) and on a previously rejected invoice's General tab, the version number displays in parentheses in the Invoice No. field. The Versions tab is read-only and displays links to previously rejected invoice(s), or related invoice versions.

On this page, you can click the Invoice Version link to view the versioned invoice.

If the invoice is rejected and resubmitted multiple times, you will see all previously rejected invoice versions in the Invoice Version column.

To view previous invoice versions (workflow)

1. Search for an invoice and open it.
2. Click the Versions link in the left pane.
3. To view a previous version of an invoice, click its link in the Invoice Version column.

Viewing Invoices Submitted in Different Currencies

If an invoice has been submitted in a currency other than your system currency, by default, the invoice's values will display in the submitted currency. You can change the invoice to display in the system TeamConnect currency. The rate value & the conversion date will be additionally displayed under the Exchange Rate field.

Tips and Warnings

• If the invoice display has been updated to show the system TeamConnect currency, when an approver adjusts the invoice, values will display and be calculated against the originally submitted currency values.
• If the invoice has not posted and you change the view to a different currency, the current exchange rate will apply, as specified in your multi-currency table. Contact your Administrator for details.
• If the invoice has posted and you change the view to a different currency, the conversion rate will be based on the exchange rate at the time of posting.

To view an invoice submitted in a different currency

1. Search for an invoice and open it.
2. Click Edit.
3. From the Submitted Currency drop-down list, select your TeamConnect system currency.
4. Afterward the invoice values are converted from the submitted currency to your system currency.
   
   Caution: If you adjust the invoice Summary or Line Items, adjustment values display and are calculated in the submitted currency values.

Example

For example, the invoice was submitted in Pounds (Great Britain). The approver changes the invoice's currency view to US Dollars (USD). All invoice currency values will display in the equivalent USD values.

If the approver adjusts the invoice, the adjustment screen will display values in the originally submitted currency (GBP). Adjustments will be applied in GBP as well.

After the approver makes adjustments and clicks OK, the Invoice General Tab view will revert to displayed values in USD (as selected in the View in drop-down list).

Invoice Procedures (without Workflow )

The tasks below are related to working with invoices when no workflow process is required.

• Searching for Specific Records
• Viewing Invoices
• Creating an Invoice Manually
• Editing Invoices
• Adjusting Invoice Line Items
• Posting an Invoice
• Voiding an Invoice
• Deleting Records

When there is no invoice workflow process, the general life cycle of an invoice is like:

1. A new invoice has the status, Not Posted.
2. After the invoice information is entered, including line items and related project/account information, you can post the invoice. Afterward, if all line items post successfully, the invoice status displays Posted. If all line items do not post successfully, the invoice status displays Failed.
3. After an invoice has posted, you can click Void to void the invoice. Afterward, the invoice status displays Not Posted again.

Invoice Procedures (with Workflow)

When an approval workflow is in place for invoices, there are typically at least 4 roles for invoice users (creator, adjustor/approver, reviewer, process manager). The tasks below are related to working with invoices when a workflow process is required.

Invoice Creator

• Searching for Specific Records
• Viewing Invoices
• Creating an Invoice Manually
• Editing Invoices
• Posting an Invoice

Adjustor and/or Approver

• Searching for Specific Records
• Viewing Invoices
• Adjusting an Invoice Summary
• Adjusting Invoice Line Items
• Approving Invoices
• Rejecting Invoices
• Voiding an Invoice

Reviewer

• Viewing Invoices
• Reviewing an Invoice

Process Manager

• Managing Workflow Processes

When there is an invoice workflow process (for example, approval is required for posting an invoice), the general life cycle of an invoice is like:

1. A new invoice has the status, Not Posted.
2. After the invoice creator has entered invoice information, including line items and related project/ account information, the creator can click Post. Afterward, the invoice status displays Pending Approval.
   While an invoice is pending approval, an adjustor can adjust the invoice summary or the invoice line items.
3. Invoice approvers can do the following:
   • Approve the invoice to post. Afterward, if all line items post successfully, the invoice status displays Posted. If all line items do not post successfully, the invoice status displays Failed.
   • Reject the invoice. Afterward, the invoice status displays Rejected. Then the invoice creator can edit the invoice and submit it to post again.
   • Send the invoice to another user for review. The invoice status continues to display Pending Approval.
4. After an invoice has posted, you can click Void to void the invoice. Afterward, the invoice status displays Not Posted again.

Timekeeper Rates

When adding a fee line item to an invoice, the name in the timekeeper field corresponds to a contact record. If a rate for the contact is specified under Invoice Tasks Rate on the contact's Rates page, this rate will automatically populate the invoice line item's Original Rate field. For more information, see Setting Contact Rates.

The following conditions apply:

1. If the Contact record > Rates Page > Default Rates section is specified and the Invoice Task Rates section is blank, then the following applies to invoice fee line item rates:
   • In an invoice Line Items section, if the following are true:
     
     Item Type is Fee.
     
     Timekeeper is the contact with set rate.
      
   • Then the Original Rate field should be automatically populated with the Default Rate Value (from Contact record > Rates page).
      
2. If the Contact record > Rates Page > Invoice Task Rates section specifies a rate, then the following applies to invoice fee line item rates:
   • In an invoice Line Items section, if the following are true:
     
     Item Type is Fee.
     
     Line Item Category matches the Task value (from Contact record > Rates page > Invoice Task Rates row).
     
     Timekeeper is the contact with set Invoice Task Rate.
     
     Service date falls within the From-To date range (from Contact > Rate page > Invoice Task Rates row).
      
   • Then the Original Rate field should be automatically populated with the Invoice Task Rate (from the contact's Rate page).
     If the Default Rate Value and an Invoice Task Rate are both specified, the Invoice Task Rate will override the Default Rate Value.

Adding Invoice Line Items

You can add invoice line items on an invoice's General page in the Line Items section. Line items can be added when creating invoices or editing invoices that have not been submitted for posting. After the invoice is saved, each invoice line item appears as a row in the Line Items section table. In addition, each invoice line item is stored as a separate record.

When creating fee line items

• If the timekeeper's contact record has rates set for specific task categories on the Rates page, the appropriate rate is automatically displayed in the Rate field when you select a category from the Category drop-down list. Inactive categories, if any, are displayed but cannot be selected.
• If the timekeeper has no rate assigned for the task category of the line item, or the rate period does not fall within the service date, the default rate value of the contact is displayed instead.
• You can overwrite the automatically displayed rate if necessary.
• The currency of the timekeeper is disregarded. Only the rate amount from the timekeeper's contact record is displayed automatically, even if the contact's currency is not the same as the invoice.

When creating expense line items

• Depending on system settings, the rate for expense line items may include 2-5 digits after the decimal points. This is useful for rates that use fractions of a cent, such as photocopying at $0.055 per page.
• If you enter values in excess of the specified number of decimal places for expense line items, the value will be rounded. For example, if the system specifies 2 digits after the decimal place and you enter 0.0345, the value will be rounded to 0.03. If you enter 0.0379, it would be rounded to 0.04.
• If you enter values with less than the system setting for the number of decimal places, the value will be padded with zeros. For example, if the system specifies 5 digits after the decimal place and you enter a value such as 0.03, the value will be padded to 0.03000.

For information about adding line items by copying existing line items, see Copying an Invoice Line Item.

Note: You can enter negative values in Line Item section fields.

To add invoice line items

1. If it is not already open, open the invoice to which you want to add a new line item or, on the Invoice List page, click the Edit Record icon.
2. On the invoice's General page in the Line Items section, complete the appropriate fields. See Invoice General Page Line Items Section Field Descriptions for more information.
3. Click Add to add the line item to the invoice.
4. Repeat steps 2 and 3 to add additional line items.
5. Select a save option.

Invoice General Page Line Items Section Field Descriptions

Some field descriptions that follow may not display based on system settings and your assigned rights. Field descriptions are listed in alphabetical order and may display in a different order in the application.

Invoice General Page Line Items Fields

Copying an Invoice Line Item

Creating a new line using an existing line item as a template is recommended when the new line item is very similar to an existing one, and you will not have to change many of the values that are automatically populated.

To copy an invoice line item

1. Search for an invoice and open it. The General page opens.
2. In the Line Items section, Action column, click the Copy icon for the line item to copy.
3. Edit the line item as required.
4. Click Add.
   The line item is added to the Line Items table.
5. Select a Save option.

Changing the Displayed Currency on an Invoice

If an invoice is submitted in a currency other than your system currency, by default, the invoice's values display in the submitted currency. Matter Management lets you temporarily change the invoice to display all invoice amounts in a different currency.

For example, for an invoice submitted in Pounds (Great Britain), an approver changes the invoice's currency view to US Dollars (USD). As a result, all invoice currency values are displayed in the equivalent USD values. If the approver adjusts the invoice, the adjustment screen displays values in the originally submitted currency (GBP). All Adjustments are applied in GBP as well.

Notes

• If the invoice display is updated to show a currency other than the original currency, when an approver adjusts the invoice, values are displayed and calculated against the originally submitted currency values.
• If the invoice has not posted and you change the view to a different currency, the current exchange rate applies, as specified in your multi-currency table. Contact your Administrator for details.
• If the invoice has posted and you change the view to a different currency, the conversion rate is based on the exchange rate at the time of posting.

To change the displayed currency on an invoice

1. Search for an invoice and open it.
2. Click Edit.
   
   In the Submitted Currency drop-down list, select the appropriate type of currency.
   
   The invoice values are displayed in the selected currency.

Caution: If you adjust the invoice Summary or Line Items, adjustment values display and are calculated in the submitted currency values.

Editing Invoice Line Items

This procedure describes editing invoice line items from an invoice record. While editing an invoice, you can update existing line items.

To edit an invoice line item

1. Do one of the following:
   • Search for an invoice and open it.
   • Click the Invoice tab. On the Invoice List page, click the Edit Record icon for an invoice.
2. On the General page, Line Items section, Action column, click the Pencil icon for a line item.
   
3. Afterward, you can edit that line item's fields under the Line Items section bar. See Invoice General Page Line Items Section Field Descriptions for more information.
4. Click OK.
5. Select a save option.

Deleting Invoice Line Items

When editing invoices, you may want to delete line items from the invoice.

To delete invoice line items

1. Search for an invoice and open it.
   The General page opens.
2. From the Line Items section, select the check-box of the line item to delete.
3. Click Remove.
4. Select a save option.

Adjusting Line Items with Discounts

Beginning in TeamConnect 5.0, users are able to revert line item adjustments and reject line items altogether. These processes operate much like how applying discounts functioned in 4.x versions. It is important to note that there is no functional difference between reverting and line item and applying a correlating discount to negate the adjustment. The reversion serves to simplify this process. For more information, see Reverting Line Items on this page.

The discount always displays as currency value. However, based on system settings, it may be interpreted as either a flat discount, or as a value calculated from a percentage discount.

Important: During line item adjustments where the original discount was entered as a percentage, the system will automatically adjust the discount amount if the original rate or units are adjusted.

When adjusting the Invoice Summary or Line Items, the following messages could display at the bottom of the adjustment screen:

Invoice Discount Information Message

Note: When adjusting Line Items in batch adjustment mode, the messages above display if there is at least one Line Item with a non-zero Original Discount and the Line Item Adjusted Amount has not been manually adjusted.

To adjust invoice line items (Detail Adjustment)

1. Search for an invoice and open it.
2. To adjust a line item Rate:
   1. From the Line Items section, under the Rate column, click the link for the value to adjust.
   2. From the Adjust Rate screen:
      • To adjust the Rate to a different amount, from the Adjust Rate drop-down list, select New Amount. Enter the amount in the field to the right.
        If you click on the screen, the amount you entered should display in the Adjusted Rate table cell.
      • To reduce the Rate, from the Adjust Rate drop-down list, select Reduce by Amount. Enter the amount in the field to the right.
        If you click on the screen, the following calculation applies. Adjusted Rate = Original Rate - Reduce by Amount value.
      • To change the Rate by a percentage value, from the Adjust Rate drop-down list, select Reduce by Percentage. Enter the amount in the field to the right.
        If you click on the screen, the following calculation applies. Adjusted Rate = Original Rate - (Original Rate*Reduce by Percentage value/100).
      • Select a Reason for Adjustment from the drop-down list.
      • Enter adjustment notes to the vendor in the Comments to Vendor field.
      • Enter Internal Comments for your company.
3. To adjust a line item Unit:
   1. From the Line Items section, under the Units column, click the link for the value to adjust.
   2. From the Adjust Units screen:
      • To adjust the Units to a different amount, from the Adjust Units drop-down list, select New Amount. Enter the amount in the field to the right.
        If you click on the screen, the amount you entered should display in the Adjusted Unit table cell.
      • To reduce the Hours or Units, from the Adjust Hrs/Units drop-down list, select Reduce by Amount. Enter the amount in the field to the right.
        If you click on the screen, the following calculation applies. Adjusted Unit = Original Unit - Reduce by Amount value.
      • To change the Hours or Units by a percentage value, from the Adjust Hrs/Units drop- down list, select Reduce by Percentage. Enter the amount in the field to the right.
        If you click on the screen, the following calculation applies. Adjusted Unit = Original Unit - (Original Unit*Reduce by Percentage value/100).
      • Select a Reason for Adjustment from the drop-down list.
      • Enter adjustment notes to the vendor in the Comments to Vendor field.
      • Enter Internal Comments for your company.
4. To adjust a line item total Amount:
   1. From the Line Items section, under the Amount column, click the link for the value to adjust.
   2. From the Adjust Amount screen:
      • To adjust the total Amount to a different value, from the Adjust Amount drop-down list, select New Amount. Enter the amount in the field to the right.
        If you click on the screen, the amount you entered should display in the Adjusted Amount table cell.
      • To reduce the total Amount, from the Adjust Amount drop-down list, select Reduce by Amount. Enter the amount in the field to the right.
        If you click on the screen, the following calculation applies. Adjusted Amount = Original Amount - Reduce by Amount value.
      • To change the total Amount by a percentage value, from the Adjust Amount drop- down list, select Reduce by Percentage. Enter the amount in the field to the right.
        If you click on the screen, the following calculation applies. Adjusted Amount = Original Amount - (Original Amount*Reduce by Percentage value/100).
      • Select a Reason for Adjustment from the drop-down list.
      • Enter adjustment notes to the vendor in the Comments to Vendor field.
      • Enter Internal Comments for your company.
5. Click Save. The list of invoice line items appear. The line item that you were working on is visible and has a focus frame around it.

The adjustment will then be displayed on the line item along with the name of the user who made the change and the time of the change. Manual adjustments (as described above) will have a different icon next to the change than automated adjustments. In the case of multiple adjustments, each will be shown in the order of the adjustment.

Adjustments that have been completed via automated rule will have the icon shown below as well as details on the change.

To adjust invoice line items (Batch Adjustment)

This procedure allows you to perform adjustments on a list of line items in a batch, using different types of adjustments. If instead you wish to apply a single adjustment type to multiple line items, you can use Bulk Adjustment.

1. Search for an invoice and open it.
2. Use Line Item Search by clicking Show Filter to locate and display the particular items that need adjustment.
3. From the Line Items section bar, click the Adjust link. The adjustment window is displayed.
4. If the invoice contains a large number of line items, there will be multiple pages, each containing several line items. You can control the number of line items per page by changing the value in the Line Items per page drop-down list. For each line item to adjust:
   • Edit the Current Rate
   • Edit the Current Unit
   • Edit the Current Discount
   • Edit the Current Amount
   • Select an Adjustment Reason from the drop-down list.
   • Type adjustment explanations to the vendor in the Comments to Vendor field.
   • Type Internal Comments for your company but not for the Vendor to view.
5. Click Save.

The adjustment will then be displayed on the line item along with the name of the user who made the change and the time of the change. Manual adjustments (as described above) will have a different icon next to the change than automated adjustments. In the case of multiple adjustments, each will be shown in the order of the adjustment.

Adjustments that have been completed via automated rule will have the icon shown below as well as details on the change.

To adjust invoice line items (In-Line & Bulk Adjustment)

This procedure allows you to perform adjustments on a list of line items in a batch, using different types of adjustments. If instead you wish to apply a single adjustment type to multiple line items, you can use Bulk Adjustment.

1. Search for an invoice and open it.
2. Use Line Item Search by clicking Show Filter to locate and display the particular items that need adjustment.
3. From the Line Items section bar, click the Adjust link. The adjustment window is displayed.
   
4. A list of the line items displays in an embedded box. This is so the column headers of the line items are visible even as you scroll down to view the items on the bottom of the list. For each line item to adjust:
   • Edit the Current Rate
   • Edit the Current Units
   • Edit the Current Discount
   • Edit the Current Total
   • Click the Comments drop-down menu to open a pop-up in which you can add the following items:
     • Reason for Adjustment from the drop-down list.
     • Adjustment explanations to the vendor in the Comments to Vendor field.
     • In House Comments visible to your company but not to the Vendor.
5. Click Save.

The adjustment will then be displayed on the line item along with the name of the user who made the change and the time of the change. Manual adjustments (as described above) will have a different icon next to the change than automated adjustments. In the case of multiple adjustments, each will be shown in the order of the adjustment.


Adjustments that have been completed via automated rule will have the icon shown below as well as details on the change.

To adjust invoice line items (Bulk Adjustment)

1. Search for an invoice and open it.
2. Use Line Item Search to locate and display the particular items that need adjustment.
3. From the Line Items section bar, click the Adjust link. This link appears if the invoice line item adjustment setting is set to either Batch Adjustment or In-Line & Bulk Adjustment. See Setting up Invoice Line Items Adjustment Behavior for more information.
4. Click the check-box for all of the line items that will be affected by the bulk adjustment.
5. Click the Bulk Adjustment button. The Bulk Adjustment window is displayed.
   
6. Complete the appropriate fields. The fields are a subset of those used in Batch Adjustment or In-Line & Bulk Adjustment, and vary depending on which setting is active. The fields behave in the same way as when used in their respective in-line adjustment setting. See the Batch Adjustment and In-Line & Bulk Adjustment Line Items fields table.
7. Click OK.
   The adjustments are applied to the line items that you checked.
8. Select a save option to save the changes.
9. The adjustment will then be displayed on the line item along with the name of the user who made the change and the time of the change. Manual adjustments (as described above) will have a different icon next to the change than automated adjustments. In the case of multiple adjustments, each will be shown in the order of the adjustment.
   

Adjustments that have been completed via automated rule will have the icon shown below as well as details on the change.

To revert invoice line item adjustments

Invoice line item adjustments can be reverted by approvers. Click the Revert Selected button after checking the desired adjustment checkbox to revert the adjustment change. This function operates much like a more efficient method of applying and adjusting discounts on a line item.

Note: Reverting an adjustment will also revert all adjustments made after that selected point. For example, if there are three adjustments (respectively dated 10/1/16, 10/3/16, and 10/5/16) and the 10/3/15 adjustment is reverted, the 10/5/16 adjustment will automatically be reverted as well. The 10/1/16 adjustment will remain unchanged.

To reject invoice line items

Invoice line items can be rejected in total by approvers. After an invoice moves into workflow, simply highlight the line item and click the Reject button.

The line item will be marked as "Rejected." Line items can also be rejected automatically as per designated rules.

(Detail Adjustment) Line Items Field Descriptions

The following field descriptions apply to screens that display when adjusting Line Items section with the Detail Adjustment setting (Adjust Rate, Adjust Unit, Adjust Amount screens). Some field descriptions that follow may not display based on system settings and your assigned rights.

Field descriptions are listed in alphabetical order and may display in a different order in the application.

(Detail Adjustment) Invoice Line Item, Adjust Rate Screen

(Detail Adjustment) Invoice Line Item, Adjust Unit Screen

(Detail Adjustment) Invoice Line Item, Adjust Amount Screen

(Batch Adjustment and In-Line & Bulk Adjustment) Line Items Section Field Descriptions

The following field descriptions apply to the screen for adjusting the Line Items section with the Batch Adjustment and In-Line & Bulk Adjustment setting. Some field descriptions that follow may not display based on system settings and your assigned rights. Field descriptions are listed in alphabetical order and may display in a different order in the application.

Line Item Screen

Rejecting Invoices

This topic applies if an invoice is in a workflow process only. You can reject invoices from an Approvals summary list or from an invoice record.

To reject an invoice (from Approvals)

1. To access the My Approvals page, do one of the following:
   • Click one of the hyperlinks in your My Approvals portal pane on your home page.
   • Select Approvals from the All tab.
     The My Approvals screen opens with the Requests to Approve tab showing.
2. Select the check-box next to the record you wish to reject.
3. Enter a reason for the rejection in the Internal Comment field.
4. Click Reject. A confirmation pop-up opens.
5. Select a Rejection Reason. The list of reasons is determined by your TeamConnect administrator.
6. Enter comments in the Comment to Requestor field.
   
   If you select a Rejection Reason option other than Default, on the invoice's General tab, the Comment to Requestor box will contain both the selected Rejection Reason option and the Comment to Requestor from the My Approvals - Reject Invoice screen.
   
   For example, if the "Reason for Reject" is "Invoice contains multiple violations" and "Comments to Requestor" is "Too many billing guidelines violation, including line items 2-10. Please resubmit per discussion", then the "Comments to Requestor" of the Invoice will show the following:
   
   Invoice contains multiple violations.
   
   Too many billing guidelines violation, including line items 2-10. Please resubmit per discussion.
    
7. Click Confirm Rejection. The invoice status changes from Not Posted to Rejected.
   The approval history record is recorded on the Workflow tab. All other requests for review or other workflow related events are recorded here as well.

To reject an invoice (from invoice record)

1. Search for an invoice and open it.
2. From the top of the page, click Reject.
3. From the Confirm Rejection screen, you can:
   • Select the Rejection Reason from the drop-down list.
   • Enter comments in the Comment to Requestor field.
4. Click Confirm Rejection.
   
   If you select a Rejection Reason option other than Default, the resulting invoice, General page, the Comment to Requestor field will contain the selected Rejection Reason option and the Comment to Requestor from the My Approvals - Reject Invoice screen.
   
   For example, if the "Reason for Reject" is "Invoice contains multiple violations" and "Comments to Requestor" is "Too many billing guidelines violation, including line items 2-10. Please resubmit per discussion", then the "Comments to Requestor" of the Invoice will show:
   
   Invoice contains multiple violations.
   
   Too many billing guidelines violation, including line items 2-10. Please resubmit per discussion.
    
5. Click Confirm Rejection. The invoice status changes from Not Posted to Rejected.

Sending an Invoice for Review

Depending on system configuration and your user rights, you may have the ability to send approval requests for review to other users.

When you send an invoice for review, the time allotted for you to approve or reject the request is not paused; it continues to run while the invoice is in review. As the approver, you have the option to approve or reject the invoice before it is reviewed. The review simply allows someone who may be more familiar with the project to evaluate and make comments about the invoice.

Invoice Review Requests can be forwarded in batch using the Approvals summary list, or individually using an invoice record.

To send a batch of invoices for review

1. To access the My Approvals page, do one of the following:
   • Click one of the hyperlinks in your My Approvals portal pane on your home page.
   • Select Approvals from the All tab.
     The Requests to Approve tab of the My Approvals screen is displayed.
2. Select the check-box next to the record you want to send for review.
3. Click Send for Review.
   
   (Optional) Enter a comment in the Internal Comment box.
   
   A pop-up prompts you to specify the user who should review the invoice.
    
4. Make your selection and click Yes.
   
   The My Approvals screen will update and state that you forwarded the invoice to another user for review.
   
   The reviewer will see the request for review on his or her home page under My Approvals, Requests to Review tab. The reviewer does not need to post a review in order for you to approve or reject the invoice.
   
   The reviewer's comments will be stored in the Approval History for the invoice, and in the Workflow tab.
    
5. From the My Approvals screen, click the invoice record. Under the Approval History of Active Requests on the Workflow page, you will see the reviewers comments.
6. Make your approval or rejection selection, or send to another user for review.

Note: You can send the same invoice for review to multiple users.

To send an invoice for review (from an invoice)

1. Search for an invoice and open it.
2. From the top of the page, click Send for Review.
3. From the Send for Review screen, you can:
   • Select the Recipient Type (User or Group).
   • Select the Recipient from the drop-down list.
   • Enter an Internal Comment.
4. Click Send.

Reviewing an Invoice

Depending on your role in the organization, and how approval processes are defined, you may receive requests to review invoices that are pending approval.

To review an invoice

1. To access the My Approvals page, do one of the following:
   • Click one of the hyperlinks in your My Approvals portal pane on your home page.
   • Select Approvals from the All tab.
   • The My Approvals screen opens with the Requests to Approve tab displayed.
2. Click the Requests to Review link from the left pane.
3. Click Submit Review on the invoice record row you wish to review.
   Enter notes in the Comment to Requester field. These comments will be stored in the Approval History for the invoice and on the Workflow page.
4. Click Submit. The comments will be submitted to the approver.
   Alternatively, on the My Approvals screen, select the check-box for the record your reviewed, enter any comments in the Comment field, and click submit review.

Note: The approver has the option to make a decision about the invoice status before the request expires. If the approver makes a decision before you have submitted comments, your request for review will automatically be removed from your pending requests.

Adjusting Net Amounts on the Summary Breakdowns Page

Use the Summary Breakdowns page to adjust the net amount for specific timekeepers or categories. Once you make an adjustment, it is distributed across the affected line items.

For example, on the By Timekeeper page, on Invoice A, the total amount of the fee line items for Timekeeper Dave is $1,000.00. If you adjust the amount to $800.00, and then save this information, the adjusted amount of $200.00 is distributed across the fee line items that apply to timekeeper Dave based on the ratio of each line item amount over the total fee amount prior to the adjustment.

If there are expense line items that also apply to Timekeeper Dave, they are not affected, because the adjustment is made on Fee line items only.

To adjust net amounts

1. Search for an invoice and open it.
2. In the left pane, click Summary Breakdowns.
3. At the top of the page, click By Fee/Expense Category or By Timekeeper.
4. In the Net Amount column, click the amount that you want to adjust. An Adjustment window opens.
5. Enter the appropriate adjustments and information, and then click Save. See Adjusting an Invoice Summary for specific information.
   The adjustment is distributed across affected line items.

Viewing Invoice Summary Adjustment History

You can view a history of Invoice Summary adjustments. For each adjustment, the following information displays:

• The adjustor's name
• Descriptions of the adjustments made
• Adjustment date

To view an invoice summary adjustment history

1. Search for an invoice and open it.
2. From the Invoice Summary section, under the Amount column, click a numeric value link.
3. From the resulting adjustment screen, click Adjustment History.
4. The resulting Invoice Adjustment History screen displays the adjustor name, adjustment type, adjustment amount, and date of adjustment.
5. Click the Cancel button to return to the invoice General page.

Viewing Line Item Adjustment History

Within each invoice, you will find a history of any invoice adjustments and line item adjustments. For each adjustment, the following information displays:

• Adjustment dates
• The user who made the adjustment
• Descriptions of the numeric adjustments made
• In-house comments
• Adjustment reasons
• Comments to vendor

To view an invoice line item's adjustment history

1. Search for an invoice and open it.
2. From the Line Items section, under the Item column, click an item number link.
3. From the line item record left pane, click the Adjustment History link.
4. A history of that line item's adjustments displays.

Viewing Invoice Transactions History

Posted invoice line item amounts are recorded on the corresponding Transactions page of the invoice. Transactions are displayed in the default currency, regardless of the currency of the invoice.

You cannot delete or modify invoice transactions on the Transactions page. If changes are necessary, you must void the invoice, modify the invoice line items, and post the invoice again.

For more information on invoice transactions, see Posting an Invoice, Voiding an Invoice, and Setting Transaction Posting Criteria.

To view invoice transactions

1. Search for an invoice and open it.
2. In the left pane, click Transactions.
3. View the transaction records.

Viewing Invoice Workflow

You can view information about an invoice's posting status from both the General page and Workflow page.

• From an invoice's General page, the workflow status of an invoice displays at the top.
• From an invoice's Workflow page, you can view information about an invoice's active and past approval processes.
  • From the Active Requests section, you can find the approver(s) for an action that is pending approval.
  • From the Completed Requests section, you can review the history of approvals, rejections, and canceled approval processes for the invoice.

The table below describes the possible invoice statuses and related adjustment options. Manual Invoice refers to an invoice created in TeamConnect. CSM Invoice refers to an invoice that was transferred from Collaborati to TeamConnect.

Invoice status messages and descriptions