How to approve an invoice

Approving invoices

When an invoice is received for an order, it should be uploaded into Chalkstring and approved for payment or noted as a query for resolution. This task is usually performed by your internal accounts team, or site/contracts managers.

How to approve an invoice - accounts team

1. Expand the main Chalkstring black menu bar and click on the ‘Accounts’ menu.

2. Click the 'Invoices' sub menu. This contains all invoices from all projects.

3. Search for the invoice by using the filters in the field headers.

The 'Invoice Date' filter allows you to specify a start and end date for your search. You can use multiple filter fields e.g. filter by 'Supplier' & 'Date' to show all payments for this month.

4. Click on the invoice that you want to make a payment for. This will take you to the material invoice within the onsite part (blue menu) of the project.

5. Go to the 'Approve Payment' section.

Providing the ‘Total Order Invoiced Value’ does not exceed the ‘Total Order Delivered Value’, the invoice can be approved for payment in full without further enquiry needing to be made.

6. Click in the 'Amount to pay' area and type in the amount to pay for this invoice.

7. Click the 'Approve for Payment' button to confirm this payment.

When approving a payment, the invoice value will move from being an accrued cost to an actual cost on the project that the order relates to.

The payment of the invoice will still take place using your 3rd party accounts software. online bank, cheque or other format.

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How to approve an invoice - site team

1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.

2. Use the filters to locate the project and click the 'Project Hub' button. This takes you to the blue menu.

3. Expand the main Chalkstring blue menu bar and click on the ‘Materials’ menu.

4. Click on the 'Invoices' sub menu. This contains all invoices from all suppliers relevant to this project only.

5. Search for the invoice by using the filters in the field headers.

6. Click on the invoice that you want to approve. This will open the material invoice .

A single order may have multiple deliveries and multiple invoices associated with it. Chalkstring stores everything relevant to a single order together, to ensure duplicate or excessive invoices don’t get paid by mistake.

7. Go to the 'Approve Payment' section.

Providing the ‘Total Order Invoiced Value’ does not exceed the ‘Total Order Delivered Value’, the invoice can be approved for payment in full without further enquiry needing to be made.

8. Click in the 'Amount to Pay' area and type in the amount to pay for this invoice.

9. Click the 'Approve for Payment' button to confirm this payment.