Invoice Approval Page
Learn how to use the Invoice Approval page to streamline the invoice approval process.
Written by Jess Hamilton
Updated at July 27th, 2024
Table of Contents
The Invoice Approval page contains an actionable grid that allows users to actively manage maintenance invoices.
Note: Invoices for goods and services unrelated to the Maintenance feature may be managed from the Cost Tracking Invoices page if applicable.
At the most basic level, you may approve invoices on this page by:
- Clicking on an Invoice # to open and edit invoice details.
- Clicking the Approved checkbox for one or more invoices directly in the grid, and clicking Update to save.
What's the difference between Verified, Approved, and Submitted for Payment?
The Invoice Approval process in Titan Cloud can be configured in Account Settings to include up to three levels of invoice approval.
Not all clients require all three steps for invoice approval. Those that do tend to define the steps as follows:
| Verified | An administrative staff member has verified that the invoice is accurate. |
|---|---|
| Approved | A manager has approved the invoice for payment. |
| Submitted for Payment | This option is not available until Approve is selected, and indicates that an accounting staff member has initiated the payment process. |
For a more advanced workflow, you may need to search and filter this grid to accomplish invoice approval tasks. Like other grids in the Titan Cloud platform, the grid on this page can be customized, however you may notice some key differences. This article primarily focuses on how to navigate the Invoice Approval grid.
Filtering & Views
The filtering tool at the top of the Invoice Approval page can be used to filter the grid below, and can be saved as Views.
Filters
To direct the grid to produce desired results, make selections in the filtering tool at the top of the page.
Tip: In the Facility Group and Owner boxes, you may select multiple options by holding the Ctrl key while you click each option.
To apply the filters to the grid below, click Search Invoices.
Alternately, if you prefer to download the results as a CSV file and review them outside of Titan Cloud, click Get CSV.
Tip: This option downloads the list of invoices that meet your search parameters. To download invoice files as a ZIP file or combined PDF, select one or more using the checkbox column at the far left of the grid and click Download.
Specify how you'd like the files formatted in the dialog box, and click Download to confirm.
Views
If you use this page frequently, you may want to save one or more filter configurations to use in the future.
Once you have the filters set up as desired, type a name for the view in the Save View field and click Add New.
Now, any time you visit the page, the view you added will be selectable in the drop-down list under Load View.
Once saved, you can also update or delete the view using the buttons to the right of the drop-down list.
At this time, the Views on the Invoice Approval page only apply to the filters. Any customizations made to the grid itself will not be saved in the View.
Grid Features
While grid customizations cannot yet be saved in the Views, this grid can be reorganized to meet your needs.
Group Data
You can group data by category or type using any column or combination of columns. Simply click and drag the column(s) to the top left of the grid.
Example: To group invoices by facility, click and drag the Facility column header to the top left of the grid.
Example: To group invoices by facility and work order status, click and drag both column headers to the top of the grid.
Select Columns
To determine which columns are visible in the grid, click the Customize button at the top of the grid. Hover over Columns and check/uncheck the column names.
Rearrange Columns
You can click and drag the columns to order them how you’d like.
Example: If you want to see the “Comments” column next to the Approved” column, click on the “Comments” column header and drag it in the desired direction, dropping it next to “Approved.”
Additionally, some columns have a “Lock” function. If the column has three vertical dots in the header, click them and hover your cursor over “Set Column Position.” If you click “Lock Column” this will move the column to the far left of the grid and lock it in place. When you scroll, it will remain visible in the grid.
Resize Columns
Hover your cursor over the line between column headers until it turns into a line with outward facing arrows. Click and drag the line as needed.
Search within Columns
If you want to search within a specific column, use the search field in the column header.
Example: In the Facility column, start typing the facility name to locate the facility.
Search with Column Filters
To the right of the search bar within the column header click the filter icon to open a list of operators. Selecting an operator (i.e. contains, does not contain, equals, does not equal, etc.) will direct the grid to incorporate it into your search.
Example: Rather than searching for a specific invoice date, click the filter icon in the Invoice Date column header and select “Is after or equal to” and use the calendar icon to select a date. All search results will be equal to or after the selected date.
Sort Column Data
Click on a column header to sort by that column. Click on it again to reverse the order. Clicking a third time will clear your selection.
You may sort by more than one column at once. You will see an arrow and number to indicate the direction and order in which the columns are sorted.
See More Data
For optimal performance, we display 25 records in the grid by default. You can change this at any time by selecting a different value from the “items per page” dropdown at the bottom left of the grid.
Additionally, you can expand the grid to the full size of your screen by clicking the Full Screen button at the top of the grid. When the full screen view is open, the Collapse button appears. Click this button to return to the original Invoice Approval.