AP INVOICE REVIEW (Page 1 of 4)

Corresponds with V: 1.7.0.0 of the Portal Click here to check for updates LINK

☐ VIEWPOINT SETTINGS:

AP APPROVERS: Approvers in the portal are the same approver’s set-up in viewpoint. (HQ

Reviewer Group).

Check that each User in HQ Reviewers has a VA User Profile User name (User name tab)

Make sure that the VA User Profile includes the HR Employee Details (see picture

below). If not they will not be able to see the Invoices they are assigned to. (Additional

Resource LINK)

INVOICE TYPE: Each Type should have a reviewer or reviewer group assigned in the location

indicated below:

JOB is assigned from the JC Job Master

INVENTORY is assigned by the location’s reviewer group

EQUIPMENT is assigned by the EM Department’s reviewer group

EXPENCE is assigned by GL Account

EM WORK ORDER is assigned by Equipment which is EM Department

PURCHASE ORDER is assigned through the job the purchase order was assigned to

SUB CONTRACT (SL) is assigned from the Job

AP INVOICE REVIEW (Page 2 of 4)

Corresponds with V: 1.7.0.0 of the Portal Click here to check for updates LINK

☐ PORTAL SET-UP: (Go to Admin dropdown, Select Portal Settings)

AP Companies to Enable in the Portal

AP Line Items Can be deleted?

Allow AP Only Access if No Other Permissions Are Assigned

o Allows users who don’t have any other modules, but have AP permissions from

Viewpoint, to be able to log-into the portal

Are notes required for invoice rejection?

Disable Required Fields on AP Line Items Edit

Disable line type change on AP items

Enable AP Unapproved Invoice Review

Enable Add Attachment Functionality in AP

o This will allow users to upload pictures/documents to the invoice

Enable Add Line Item Function

Enable Line Item Editing

o This allows the User is able to change everything in the line item (Amount, SL ,

Description etc… )

Enable Pay App Update

o This is a Paid when Paid option. It will require a user defined field in viewpoint in order

for this to work. Your Keystyle team can help you set-up if required.

Hide Retainage, Tax, and Misc Amounts on Edit

o If you do not want your reviewers to be able to see Retainage, tax and Misc Amounts

when they edit the line type, select this.

Include Time and User in Notes Added to Invoices

o When a user enters notes it automatically includes the date and time and the User Name

Invoice Line Item detail must equal the header total prior to approval

Line Items to Enable in the Portal (comma separated)

o List out which Line type you will want available in your portal:

SAMPLE:

On Cascade approval, should the current sequence be set as approved?

o If multiple users are at the same approval level in viewpoint, when one user

approves the invoice, it approves for all.

Post Reviewer Notes to Header

o The notes will be added to the Invoice Header and not just each line item in

viewpoint. Once saved the notes will also show in the header in the portal.

Prevent Changes to Units and Amounts on Invoice Edit Windows

Reason Codes To Include In AP Rejection (Leave Blank to Include All)

o Reason Codes are found in HQ Reason Codes

AP INVOICE REVIEW (Page 3 of 4)

Corresponds with V: 1.7.0.0 of the Portal Click here to check for updates LINK

Restrict AP Approvers in the Portal to Only Members of This Reviewer Group

o Leave Blank to include all reviewer groups

Show Due Date or Invoice Date on AP Invoice Grid

o D = Due Date, I = Invoice Date

Show Notes on AP Index

o This allows the notes to show on the first page when you go into AP Invoice Review

Show Pay Terms on AP Index

o This allows the Pay Terms to show on the first page when you go into AP Invoice

Review

Simple Approval Mode (hide “Charge To” and Item # on AP item Grid)

o EX:

AP INVOICE REVIEW (Page 4 of 4)

Corresponds with V: 1.7.0.0 of the Portal Click here to check for updates LINK

☐ USER GUIDE: (For Zendesk Article: LINK)

STEP 1: Select "AP Invoice Review" in your navigation bar.

STEP 2: Select Invoice to review

STEP 3: Review Invoice