How To Approve A Vendor Invoice

Things to consider

● Reviewing a Vendor Invoice can be done from both the Receipts

table or the Receipt page in BuildOps web.

● We recommend that Project Managers set up a saved Table

View on the Receipts page to easily sort for Receipts where

review is needed.

○ Reorder the columns to display the Vendor Document

Number, Project Manager, and Approval Status towards

the left side of the table for increased visibility.

○ Apply filters as needed to only display Receipts assigned to

a specific Project Manager.

TABLE OF CONTENTS

How To Assign A Project Manager To A Purchase

Order

💡Specifying a Project Manager on a Purchase Order allows a user to

filter the Receipts table by Project Manager name during the Vendor

Invoice review process.

When a Purchase Order is created, there is an option to assign it to a

Project Manager. Select a name from the Project Manager dropdown

during step 1 of creating a Purchase Order.

A Project Manager can also be assigned on the Purchase Order page

by editing the Purchase Order and selecting a Project Manager.

How To Upload A Vendor Invoice to a Purchase

Order Receipt

When a user generates a Purchase Order Receipt from the Purchase

Order page, there is an option to Add A Receipt Image.

Click “ADD IMAGE” (left side of page).

Select Vendor Invoice and update the approval status to “Review

Needed”.

Upload the file and fill in the other fields accordingly. Click “SAVE”.

Fill out the remaining fields on the Receipt before clicking “GENERATE

RECEIPT”.

💡Reviewing a Vendor Invoice can be done from both the Receipts

table or the Receipt page in BuildOps web.

How To Approve A Vendor Invoice From The

Receipts Table

If a Project Manager has been assigned to a Purchase Order, they will

be able to review and approve a Vendor Invoice directly from the

Receipts table if the Vendor Invoice has been added to the Receipt.

To access the Receipts table, hover over Operations → click Receipts &

Bills (under Procurement).

Sort the table by using a saved Table View to search for the specific

receipt, or adjust the filters as necessary.

Click on the Vendor Document Number to view the document.

NOTE: If a Vendor Invoice has been added, the Vendor Document

Number will be underlined which means it is a hyperlink.

Review the image and click the edit pencil (top right of the image).

Update the “APPROVAL STATUS” to Approved. Click “SAVE”.

How To Approve A Vendor Invoice From the Receipt

Page

To approve a Vendor Invoice from the Receipt page, simply click

APPROVE (upper left corner).

To manually change the Approval Status, click on the status at the top

of the page and choose an option.