Vendors can submit invoices for approval electronically using TeamPlayer, the invoice will be routed based on the Approval Workflow set up in the Configuration menu.
Once the invoice enters the Approval workflow it will be displayed in the user's Inbox located in the Dashboard.
Once you open your Inbox, locate the invoice you need to review and click the Review button next to it.
For invoices coming from TeamPlayer, go to the step 2: Job Cost, and review the amounts for each SOV line and also the retainage amount.
Next to each line and next to the Retainage and tax lines, there's an option to Accept or Dispute the amounts if your vendor made a mistake or is not billing you for the correct amount you can dispute or accept each line individually.
When you choose to dispute an amount you'll see a text box to describe the reasons to dispute the line item amount. It's optional to enter a comment, but it would help your vendor understand the reasons why the invoice has been rejected. Once you finished reviewing the invoiced items, you can commit the invoice to get it ready for Approval.
If you have approved all the amount for all your line items, you need to verify the credentials and waivers are in good standing and then move to step 5. Approval.
Here is where you finalize the approval process and route the invoice to the next approver in the workflow.
To learn more about the approval matrix click here.
If you are the last person to Approve this invoice you can select to Execute the Disbursement authorization upon Approval using the checkbox provided.
You can enter notes regarding the approval and Click Approve when you are ready.
If you dispute any amount in the job cost step and wish to send it back to the previous approver in your workflow for clarification, click Reject, you can also add notes. The invoice will go back to the previous approver for review. If you need the Vendor to resubmit the invoice, see instructions on the next step.
If the Invoice needs to be corrected by the vendor because the line items are not correct or you have disputed any line items on the step 2 Job Cost, you can Reject and Cancel the invoice. using the option below.
You can add notes also explaining the reasons for the invoice to be rejected.
You will see this Reject Notification Notification to be sent to your vendor, it will include all the disputed lines listed at the bottom with the comments for the dispute.
The recipient email will be added by default to include the email of the person who submitted the invoice and you may add additional recipients in the form.
Click send when you are ready.
Your vendor will receive an email with the details of the invoice that has been rejected and he'll see the status in the TeamPlayer account with all the disputed lines listed including the comments.
From the billing screen, he can revise the rejected bill using the 3 dots menu on the right. This option will re-create the bill in draft status including all the previous amounts showing the disputed lines. The vendor will need to edit those lines to make them right and resubmit.
To learn more about how your vendor revises those lines click here.
Keep in mind that if you are rejecting the billing because it does not include SOV lines for change orders recently executed, please instruct your vendor to use the option to add a new bill instead of revising the rejected one to include the additional SOV lines.
The reason for this is that the option to Revise Bill creates an exact copy of the rejected bill and will not include recently executed lines for change orders either, whilst creating a new one will bring all the SOV lines executed for the contract.
