You can set up a two-part workflow for Billing Instructions in which the Client Service User approves the Billing Instruction, and the Finance User creates an Invoice and completes the workflow.
For the Billing Instruction workflow to work, you need to request billing directly on the Cost Estimate. You can decide if the creation of the Billing Instruction automatically approves the CE or not.
Below are steps to show you how to:
Step-by-step guide
Enabling the Billing Instruction Approves the CE functionality
Navigate to Settings and click on Global Settings in the Configuration tree.
On the Global Settings screen, click on the Financial Settings tab and check the Billing Instruction Approves CE checkbox.
If the Billing Instruction Approves CE checkbox is checked, this will approve the CE when the Billing Instruction is created.
If it is unchecked, the CE will need to be approved manually before the Billing Instruction is created.
- Save changes made to the screen.
Setting up a Billing Instruction Workflow
- Navigate to Settings and click on Workflow Setup in the Configuration tree.
- On the Workflow Setup screen, click the Add New button.
The Set up new / edit existing workflow dialog appears. - Click on the Applies to field and select Billing Instruction.
- Click on the Trigger field and select New Entry From Related.
- Click on the Action Type field and select Needs Action.
Select the Participant Seq. Group tab and click the + Add New button.
Notice that there is one pre-existing Sequence group.A second sequence is added to the list. This simply means that there are two steps to this workflow i.e. approval of the Billing Instruction, followed by Creation of an Invoice.- Under the No of Approvals/Actions Required column enter 1 on both sequences.
Select the Participants tab and click the + Add New button.
Click on the Respondent field and select the user who must approve or decline the Billing Instruction.
In this example, Related Document Issuer was selected from the list.Related Document Issuer: The creator of the CE needs to approve the Billing Instruction.
- Click in the Action field and select Approve/Decline.
- Click the + Add New button to add the participant who will create the Invoice.
Enter 2 in the Seq. group field, and select the User in the Respondent field.
In this example, Client Invoice Controller was selected as the Respondent.Client Invoice Controller: The Finance User who handles all billings for the client.
- In the Action column, select Create Invoice.
Repeat step 11 - 13 to add another participant who can create the invoice to complete the workflow, and then select Create Invoice in the Action field.
In this example, Francine is the other invoice creator.In this example, two invoice controllers have been added, and the Required column next to these users is not checked. This means that any of the two users can create the invoice to complete the workflow.
Click the Create button.
For more details on how to use this workflow, follow this link: Using the Billing Instruction Workflow.
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