Job Billing - Approving Invoices Based on the Unapproved RFP Exists Checkbox

Overview

The 'Unapproved RFP Exists' checkbox under the Unapproved Invoices section on the Approve Invoices screen is read only and uneditable. It indicates that an unapproved billing invoice also includes an unapproved RFP. The ability to manually approve this billing invoice in the Approve Invoices screen is determined by the 'Unapproved RFP Exists' checkbox and the Subcontract and Job Billing Control File setup. This article describes the Control File settings and the different scenarios that can occur based on these settings.

Control File Settings

The Unapproved RFP Exists checkbox works in conjunction with multiple Control File settings, such as Subcontract and Job Billing. Depending on the Control File settings, it alters the behaviour of the checkbox.

1. Job Billing Control

   The following Job Billing Control checkboxes affect the behavior of the 'Unapproved RFP Exists' checkbox:

   • Automatically Approve Bill

   • Allow Approving Bills without Approving SC RFP

   • Include Unposted Pay Request in G/C Billing

   • Include Unapproved Pay Request in G/C Billing

2. Subcontract Control

   The 'Request For Payment Approval Required' checkbox determines whether the RFP created in the Subcontract module needs to be approved prior to posting to the Job Costing and Accounts Payable modules.

Examples

If there exists an unapproved billing invoice and it includes an unapproved RFP, then the ability to manually approve this billing invoice in the Approve Invoices screen is determined by the 'Unapproved RFP Exists' checkbox and the Subcontract and Job Billing Control settings, as described in the following scenarios.

Scenario A

The Job Billing and Subcontract Control screens have the following settings:

1. Job Billing Control

   • Automatically Approve Bill – Unchecked

   • Allow Approving Bills Without Approving SC RFP – Unchecked

   • Include Unposted Pay Request In G/C Billing – Checked

   • Include Unapproved Pay Request In G/C Billing – Checked

2. Subcontract Control

   • Request For Payment Approval Required – Checked

The system behaves as follows:

• The 'Unapproved RFP Exists' checkbox is checked since the unapproved RFP is included in the billing invoice and is not set to approve automatically with an unapproved RFP.

• Since the 'Allow Approving Bills Without Approving SC RFP' checkbox is unchecked and an unapproved RFP exists, this invoice cannot be manually approved. To approve this invoice, the corresponding unapproved RFP must be approved.

Scenario B

The Job Billing and Subcontract Control screens have the following settings:

1. Job Billing Control

   • Automatically Approve Bill – Unchecked

   • Allow Approving Bills without Approving SC RFP – Unchecked

   • Include Unposted Pay Request In G/C Billing – Checked

   • Include Unapproved Pay Request In G/C Billing – Unchecked

2. Subcontract Control

   • Request For Payment Approval Required – Checked

The system behaves as follows:

• The 'Unapproved RFP Exists' checkbox is unchecked since the unapproved RFP is not included in the billing invoice.

• Since both the 'Unapproved RFP Exists' and the 'Allow Approving Bills without Approving SC RFP' checkboxes are unchecked, this invoice can be manually approved and then posted.

Scenario C

The Job Billing and Subcontract Control screens have the following settings:

1. Job Billing Control

   • Automatically Approve Bill – Unchecked

   • Allow Approving Bills without Approving SC RFP – Checked

   • Include Unposted Pay Request In G/C Billing – Checked

   • Include Unapproved Pay Request In G/C Billing – Checked

2. Subcontract Control

   • Request For Payment Approval Required – Checked

The system behaves as follows:

• The 'Unapproved RFP Exists' checkbox is unchecked since the 'Allow Approving Bills without Approving SC RFP' checkbox in Job Billing Control is checked.

• This invoice can be manually approved, as per the above conditions. However, prior to posting the billing invoice, the corresponding RFP voucher needs to be approved.

Scenario D

The Job Billing and Subcontract Control screens have the following settings:

1. Job Billing Control

   • Automatically Approve Bill – Unchecked

   • Allow Approving Bills without Approving SC RFP – Unchecked

   • Include Unposted Pay Request In G/C Billing – Checked

   • Include Unapproved Pay Request In G/C Billing – Checked

2. Subcontract Control

   • Request For Payment Approval Required – Unchecked

The system behaves as follows:

• The 'Unapproved RFP Exists' checkbox is unchecked since the corresponding unposted RFP is automatically approved.

• This invoice can be manually approved and then posted.

Scenario E

The Job Billing and Subcontract Control screens have the following settings:

1. Job Billing Control

   • Automatically Approve Bill – Checked

   • Allow Approving Bills without Approving SC RFP – Unchecked

   • Include Unposted Pay Request In G/C Billing – Checked

   • Include Unapproved Pay Request In G/C Billing – Checked

2. Subcontract Control

   • Request For Payment Approval Required – Checked

The system behaves as follows:

• The 'Unapproved RFP Exists' checkbox is checked since the unapproved RFP is included in the billing invoice and is not set to approve bills with an unapproved RFP.

  NOTE: Though the 'Automatically Approve Bill' box is checked, since the 'Allow Approving Bills without Approving SC RFP' box is unchecked, the billing invoice with an unapproved RFP will not be automatically approved.

• Since the 'Allow Approving Bills without Approving SC RFP' checkbox is unchecked and an unapproved RFP exists, this invoice cannot be manually approved. To approve this invoice, the corresponding unapproved RFP must be approved.

  NOTE: Even though the billing invoice is not yet approved, the invoice will be available in the Post Invoices screen. However, upon attempting to post, the user will get the following error: "Selected Invoices have unposted pay requests that require approval prior to posting the bill".