When doing data entry of an invoice to a subcontract and the invoice puts the subcontract over its contract amount each approved should get a warning that it is over contract and that they are approving it being over. The warning should not just be to the person doing the data entry and the person doing the data entry should not have to do more data entry to notify future approvers that it is over budget. We use these systems to be efficient.
Bruce Dutnall
| Company | Kerkhoff Construction |
| Job Title / Role | CFO |
| I need it... | Yesterday...Come on already |
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Thank you for the information but it does not really solve the issue.
The person doing the data entry generally has no authority or knowledge of the subcontract, it is usually at a higher level. Therefore the warning should sound at each approval level, not just at data entry. Disallowing the invoice entry until a change order is done just slows down the entire process and now the data entry person has to reach out to the appropriate approval person and get them to take action and then come back and do the data entry again. I could even see the invoice being put on automatic hold with each approver having to override it. Not the most efficient workflow.
This is controlled by the 'Stop entry if subcontract over revised amount' option in A/P Installation.
If this check box is selected, the software will disallow you to enter the invoice until the subcontract is revised or a change order is recorded.
If this check box is left clear, the software will sound a warning that the revised contract amount has been exceeded, but entry of the invoice will still be permitted.