Overview
Securities
The ability to use the Accounts Receivable Tracking workflow requires proper security access. To grant access to this feature:
1. Hover over Administration and click on Employee/Security Settings 2. Click Security or Group Security. Select the employee's name (or title) in the upper-right hand corner. 3. Expand Accounting and check the box for Ready to Invoice. 4. Next expand Dashboards > Job Dashboard > and check the box for Accounts Receivable Tracking.
This article provides a comprehensive guide on using the Ready to Invoice feature found on your job's slideboard, as well as understanding the Accounts Receivable (AR) Dashboard.
Creating an Invoice Request
Before proceeding with the invoice request, always ensure all final figures are entered, indicating that the project is complete or nearing completion, and you are prepared to bill the client. This action forwards the request to the AR Dashboard (within DASH), where a team accountant can review and proceed to generate a new invoice using your external accounting software.
- Navigate to the job page (aka job slideboard)
- Click the "Ready to Invoice" button.
- A page will display showing all invoice requests for that job, including their status.
- Select
to initiate a new invoice request. - Complete the necessary information for the accounting review.
- Include any relevant parties who should be informed about the invoice request.
- Click "Save" to generate the invoice request, which can be viewed on the job's "Ready to Invoice" page and on the AR Tracking Dashboard (found under Dashboard > Accounts Receivable Tracking).
Understanding the Accounts Receivable Tracking Dashboard
The AR Tracking Dashboard becomes relevant once an invoice request is made. Access it by hovering over "Dashboards" on the blue navigation ribbon and selecting "Accounts Receivable Tracking" from the dropdown. This dashboard is mainly for the Accounting team, displaying which invoices are prepared for creation in the external accounting software. It also allows the AR team to evaluate the invoice request and decide whether to proceed, accept terms and verify the amount, or reject the request.
Key Fields of the AR Tracking Dashboard
- Type: Assigned during invoice request creation, indicating the invoice type needed for the job.
- Status and Status Date: Invoices are labeled as "requested," "processed," or "rejected." "Requested" means the invoice is pending creation, "processed" indicates the invoice is created and marked as such on the dashboard, and "rejected" shows the request was denied. Processed or rejected requests are removable from the list, but can be viewed again by adjusting the dashboard filters.
- Completed By: This field shows who processed or rejected the invoice request.
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