The Statuses for Sub Bills are: Pending, Approved, Accepted, Rejected, and Paid.
The Filter allows you to select which of these Status items display on-screen.
The Triggers that can change the statuses on the Accounting Sub Billing page or inside the Project at Billing>Sub Billing are different depending upon whether your company uses Hand-signed Liens or Digitally Signed Liens.
There are also slight differences in how they are moved in the old Sub Billing Module.
HAND SIGNED LIENS
For Hand-Signed Liens, Project Manager Approval moves bill from Pending to Approved in the Status column and sends the Lien Release to the Subcontractor.
To move Bills from Approved to Accepted Status, do one of the following:
Approve the Sub Hand-Signed Lien (PM or Accountant can do this)
Use Accept or Print and Accept in Accountant Accept Screen
Accountant checks bills and uses Print on Batch Actions (Pending Bills excluded*)
*WHY ARE PENDING BILLS EXCLUDED? If an Accountant Prints a Bill in Pending status, it will post the Print Date but will NOT move the bill to Accepted. This is because it would be difficult to see that those bills have not yet been Approved by a Project Manager which emails the lien release to the sub!
DIGITALLY SIGNED LIENS
For Digital Liens, Project Manager Approval moves bill from Pending to Approved in Status.
To move Bills from Approved to Accepted Status, Accountants will do one of the following:
Accept/Notarize or Print and Accept from Accountant Accept Screen
The accountant checks boxes and selects Accept on Batch Actions
The accountant checks boxes and selects Print on Batch Actions (not permitted on Bills in Pending)
Users with the PM/Accountant Dual Role set their contact can Approve/Accept in one click. It will also Notarize at same time if they have this enabled.