Approve a Subcontractor Bill

Approve a Subcontractor Bill

Introduction

Approving a subcontractor bill is an important step to ensuring your subcontractors get paid on a timely basis.  1Stop has created a streamlined process to allow you to approve the bill and automatically submit it to your accounting team for processing.  Following are video's showcasing how to approve a subcontractor bill both on desktop and the 1Stop mobile app.

Approve Subcontractor Bill - Desktop


Approve Subcontractor Bill - Mobile App


Instructions

To approve a subcontractor record navigate to the subcontractor module and select the custom view "3. Waiting on Bill".  From this view you will see all the subcontractor records that are in the Waiting for Bill state.  click on the Subcontractor Name for the record you would like to approve to open up that record and follow these steps:
  1. Ensure the bill the subcontractor submitted to you matches the quantities and the total amount that is included in the Sub Cost Detail subform.  If it does not match and the issue is the subcontractor bill is wrong, reach out to the subcontractor and have them submit a corrected bill.  If the subcontractor bill is correct then edit the record to ensure the Sub Cost Detail subform matches the bill.
  2. Once the bill matches the Sub Cost Detail section, attach the bill to the record.
  3. Click the Approve Bill transition button, complete the BIll Date and Bill Reference fields as well as ensure the remaining fields are populated as well and then click Save.
Upon completing a new Expenditure record will be created already in the Vendor Bill Approved state and ready for your accounting team to process and prepare for payment based on the payment terms you setup.  

Automations after Saving

  1. The related Job Cost record's Labor - Subs field is updated for the approved amount.
  2. An Expenditure record is created for the Subcontractor bill. 
  3. The Approved By field is populated with user who Saves the Transition.
  4. The Approved Date & Time field is populated with the current date and time.
  5. The Approved Amount field is Populated with the amount in the Total Products Cost field.
  6. Expenditure Name - Updated with new record.

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