How-To: Review Invoices

Created by Kenneth Abad, Modified on Thu, 02 May 2024 at 10:50 AM by Kenneth Abad

Vendors will be submitting invoices directly to you through Umbrava. Here we will go over how to find and action the invoices.

Step 1: When an invoice is submitted, you will get an email with a link to the invoice.

Step 2: Click 'Go to Invoice' on the email to open the invoice.

Step 3: Review the details of the Invoice.

Step 4: Review the Invoice Line Items.

Step 5: Review the attached documents.

Step 6: Approve or Reject the Invoice.

If everything is correct, hit 'Approve' at the top of the invoice.
If changes need to be made by the vendor, hit 'Reject' and input your reasons.

Tracking Invoice Payments

Step 1: Open the context menu (···) at the top right of the invoice.

Step 2: Select the 'Payments' option.

Step 3: Click 'Add New' at the top right of the Payments screen.

Step 4: Input the payment information.

Step 5: Select the green checkmark on the left side of the payment to save.

For more information on reviewing Vendor Invoices, click here.

Permissions

Work Order Vendor Invoice

View	Gives you visibility to the Vendor Invoice page of the work order. Required for all other permissions in this section.
Add New	Allows you to create a vendor invoice.
Approve Over NTE (Depends on "Change State" setting)	Allows you to approve the invoice when the total is greater than the vendors NTE. Requires the 'Change State' permission.
Change State	Allows you to approve/reject/submit a Work Order Vendor Invoice.
Edit Any State	Allows you to edit the Status of a Work Order Vendor Invoice when the invoice is in the Submitted/Canceled/Approved state.
Edit Fields	Allows you to make changes to the Quick Details, Scope of Work, Disclaimer, and Line Items in the Work Order Vendor invoice.
View Audit	Allows you to view the audit trail in the Work Order Vendor Invoice.

Work Order Vendor Invoice Payment

View Payments	Gives you visibility of the Vendor Invoice Payments in Work Orders. Requires Work Order Vendor Invoice permissions. Required for all other Work Order Vendor Invoice Payment permissions.
Add Payments	Allows you to add a paid line to a Work Order Vendor Invoice. Requires at least one of the "Make ___ Payment" permissions below.
Edit Payments	Allows you to edit Invoice payments.
Make Cash Payment	Allows you to select the Cash payment type.
Make Check Payment	Allows you to select the Check payment type.
Make Credit Card Payment	Allows you to select the Credit Card payment type.
Make Other Payment	Allows you to select the Other payment type.
View Payment Audit	Allows you to view the audit on the payments.