Approve Vendor Invoices Screen Field Reference

This screen field reference describes the following:

Invoice List tab
Selected Invoices tab
Selected Invoices tab - Invoice Header Information
Selected Invoices tab - Distribution sub-tab
Selected Invoices tab - PO Line Item sub-tab
Selected Invoices tab - PO Lump Sum sub-tab
Selected Invoices tab - Subcontract Line Item sub-tab
Selected Invoices tab - Lien Releases sub-tab
Set Posting Group pop-up window
Edit Routing pop-up window

Invoice List tab

Use this tab to select the vendor invoices to approve. You can also perform tasks on the list of invoices or the invoice PDF files similar to the View Vendor Invoice Log. In addition, you can assign a new posting group and date to selected invoices.

You can customize the way the data is displayed using filters, calculations, groups, and more. See Customize Grids for details.


Field	Description
Select	Select the checkbox for each invoice PDF file you want to work with. Double-select on an invoice to open it in the View Vendor Invoice screen.
View - Use the buttons in this area to perform functions on the list of vendor invoices.
Print	Select the button to print a list of vendor invoices. If needed, select next to the Print button to set the page setup options or to view a preview of the printed list.
Export	Select the button to export a list of vendor invoices. Navigate to the folder where you want to save the files. Select OK. If needed, select next to the Export button to select the file type for the export.
Selected Document Files- Use the buttons in this area to perform actions on selected invoice document files. You can select multiple invoices
Open PDF	Select the button to open the selected invoices in a PDF reader outside of ProContractor.
Print	Select the button to print the selected invoice PDF files.
E-Mail	Select the button to attach the selected invoice PDF files to an email.
Export	Select the button to export the selected invoice PDF files. Navigate to the folder where you want to save the files. Select OK.
Set Posting Group	Select the button to set the posting group for the selected invoices using the Set Posting Group pop-up window.

Selected Invoices tab

You can view and modify the following information from an invoice:

Selected Invoices tab - Invoice Header Information
Selected Invoices tab - Distribution sub-tab
Selected Invoices tab - PO Line Item sub-tab
Selected Invoices tab - PO Lump Sum sub-tab
Selected Invoices tab - Subcontract Line Item sub-tab
Selected Invoices tab - Lien Releases sub-tab

PDF file attached to the vendor invoice is displayed on the right side of the tab. In the Page field, select

to select the page of the PDF file to view. Select

to show the next page. Select

to show the previous page. Select Open in New Window to view the PDF file in a separate window. Select

in the upper right of the window to close it.


Field	Description
Approval Settings area - Enter information in the fields in this section to set those fields when you approve the selected invoice. Use the buttons in this section to save the changes you made to the invoice or access additional editing options. Select to hide the Approval Settings area. Select to show the Approval Settings area.
Routing Status	Enter the routing Document Management Types screen to assign to the invoice when you select Approve or select to choose the routing status. You must enter a routing status to be able to approve the invoice.
Posting Group	If needed, enter the posting group to assign to the invoice when you select Approve or select to choose the posting group. Leave the field blank to use the original posting group on the invoice.
Routing Memos	Displays the Memo to User from the invoice routing for the current user and any Memos from User from the invoice routing for other users.
Posting Date	Once you assign a posting group, defaults to the invoice date of the invoice. If needed, enter the posting date to assign to the invoice when you select approve in the format specified in the region settings on your computer.
Save & Approve	Select the button to save your changes to the invoice and approve the invoice. You must enter a routing status to be able to approve the invoice. After the save and approval process is complete, the next selected invoice is displayed.
Save Invoice	Select the button to save your changes to the invoice and display the next selected invoice.
Edit Invoice	Select the button to open the selected invoice in the Enter Vendor Invoice screen.
Edit Routing	Select the button to open the Edit Routing pop-up window.
Document - Use the buttons and field in this area to display other invoices.
Document	Select to display the previous invoice selected on the Invoice List tab. Select to display the next invoice selected on the Invoice List tab. Select to select the invoice to display from the drop-down list.
Selected Document - Use the buttons in this area to perform actions on the invoice document.
Open PDF	Select the button to open the selected invoice in a PDF reader outside of ProContractor.
Print	Select the button to print the selected invoice PDF file.
E-Mail	Select the button to attach the selected invoice PDF file to an email.
Export	Select the button to export the selected invoice PDF file. Navigate to the folder where you want to save the file. Select OK.
View	Select the button to open the View Vendor Invoice screen for the selected invoice.

Selected Invoices tab - Invoice Header Information

Enter amounts for the invoice in the Transaction Amount row. As you enter amounts, the Remaining to Distribute row displays the portion of the purchase amount, retainage amount, sales tax amount, freight amount, and total amount due that haven't been distributed yet. Use the Distribution tab and the Purchase Order/Subcontractor tab to distribute amounts. All amounts in the Remaining To Distribute column must be zeroed before you can save the invoice with an invoice status other than Pending Approval. If the invoice status is Pending Approval, you can save the invoice even when there are amounts remaining to distribute.


Field	Description
Purchase Amt	Enter the purchase amount for the invoice.
Retainage	Enter the retainage amount for the invoice.
Sales Tax	Enter the sales tax amount for the vendor invoice.
Freight	Enter the freight amount for the vendor invoice.
Total Due	Displays the total amount for the vendor invoice. If you modify the amount, ProContractor adjust the purchase amount to reflect the change.

Selected Invoices tab - Distribution sub-tab

Each row in the grid is an invoice line item that is not related to the selected purchase order or subcontract (if a purchase order or subcontract is selected in the screen header). Select

to add a row to the grid. Select

to delete the active row from the grid. Select

next to a row to display the card view. A card view shows the notable information for a row on a single screen, eliminating the need to scroll back and forth.See Grids for tips on using grids in ProContractor.


Field	Description
Line	Displays a unique identifier for the line item.
Transaction Type	Select to select the transaction type for the distribution line. General Ledger Only Project Cost Equipment Cost For the first line added, the default value in this field is based on the default transaction type specified in the Vendor screen. If there is no default transaction type, the default value is General Ledger Only. For subsequent lines, the default value is the transaction type of the previous line.
Distribution Company	Displays the distribution Company screen for the profit center. Note: If the distribution company is different than the control company (which is specified on the General tab), an Intercompany Setup screen posting will be generated when the entry is saved.
Profit Center	If the transaction type is Project Cost, enter the code of the Project screen for the line item or select to choose the project. If the transaction type is Equipment Cost, enter the code of the Equipment screen for the line item or select to choose the equipment item. If the transaction type is General Ledger Only, this field is disabled.
Cost Code	If the transaction type is Project Cost, enter the Project screen on which revenue can be tracked for the line item or select to choose the cost code. If the transaction type is Equipment Cost, enter the Equipment screen for the line item or select to choose the cost code. If the transaction type is General Ledger Only, this field is disabled.
CMR	If the transaction type is Project Cost, enter the code of the About the Enter Change Management Record screen for the line item or select to choose the change management record. If the transaction type is General Ledger Only or Equipment Cost, this field is disabled.
Cost Type	Enter the Cost Type screen for the line item or select to choose the cost type.
Division	If only one division is set up for the distribution company, displays the division for the line item. If more than one division is set up for the distribution company, enter the code of the Division screen for the line item or select to choose the division. If the transaction type is Project Cost, displays the project or cost code division and cannot be changed. If the transaction type is Equipment Cost, displays the equipment item division and cannot be changed.
Cost Account	Enter the Chart of Accounts screen for the line item or select to choose the cost account. The cost account must have the same transaction type as the line item.
Sales Tax Authority	The default tax authority is determined by the transaction type of the distribution line as follows: General Ledger Only transactions use the tax authority on the Vendor screen. Project transactions use the tax authority on the Project screen. Equipment transactions use the tax authority on the Vendor screen. Enter the code of the sales Tax Authority screen for the line item or select to choose the sales tax authority. Typically, the tax type is Sales. If the tax type is Use, this field is disabled and the Use Tax Authority field below is enabled.
Use Tax Authority	If the transaction type is Project and the tax authority on the project is a Vendor screen for the vendor, the tax type is Use. By default, the tax authority is the tax authority on the Project screen. If needed, enter the code of the use Tax Authority screen for the line item or select to choose the use tax authority. If the tax type is Sales, this field is disabled and the Sales Tax Authority field above is enabled.
Taxable	Typically, the Taxable checkbox is selected by default. However, the Taxable checkbox is unselected by default when any of the following are true: The project on the line item has a tax exemption number for the Project screen The customer associated with the project on the line item has a tax exemption number for the tax authority. The distribution company for the line item has a tax exemption number for the Tax Authority screen The distribution company, transaction type, and cost type combination for the line item is set as not taxable by default for the Tax Authority screen If needed, select the checkbox to indicate that tax should be charged on the line item.
Quantity	Enter the number of units for the line item.
Unit of Measure	If a unit of measure is set up for the item, displays the code of the unit of measure. Enter or modify the code of the Unit of Measure screen for the line item or select to choose a unit of measure.
Description	Enter a description for the line item.
Purchase Amount	Enter the purchase amount for the line item. The default purchase amount is the remaining to distribute purchase amount from the screen header.
Retainage Amount	Enter the retainage amount for the line item.
Tax Amount	Displays the tax amount for the line item. Note: ProContractor calculates the tax amount for the last line as the remaining tax to be distributed (from the screen header). This ensures that the total tax calculated by ProContractor across all distribution lines exactly matches the tax calculated by the vendor for entire invoice.
Freight Amount	If the Auto Distribute Freight field is set to Yes in the AP Settings, then displays the freight amount for the line item. Otherwise, enter the freight amount for the line item.
Net Invoice Amount	Displays the total invoice amount for the line item.
Meter Reading	If the transaction type is Equipment Cost, enter the equipment item meter reading for the distribution line.
Meter UOM	If the transaction type is Equipment Cost, displays the unit of measure for the equipment item meter.
Meter Date	If the transaction type is Equipment Cost, enter the date of the meter reading for the distribution line.
Tax Detail grid - When you select to display the card view, the Tax Detail button appears. Select Tax Detail to display and edit details on the tax authorities for the line item (including linked tax authorities) and the taxable and non-taxable amounts. Each row on the grid is a tax authority for the line item. Select to add a row to the grid. Select to delete the active row from the grid.See Grids for tips on using grids in ProContractor. Note that you can modify or delete any linked tax authorities, but you cannot modify or delete the primary tax authority from the Tax Detail grid. If you want to modify or delete the primary tax authority, modify the Tax Authority field in the Distribution grid. Note: The Taxable Amount, Non-Taxable Amount, and Tax Amount fields are disabled if the Taxable checkbox for the line item is unselected and the distribution company, transaction type, and cost type combination for the line item is set as not taxable by default for the Tax Authority.
Tax Authority	Displays the code of a tax authority for the line item.
Taxable Amount	Displays the taxable amount of the line item for the tax authority. If you want to modify the taxable amount, enter the taxable amount.
Non-Taxable Amount	Displays the non-taxable amount of the line item for the tax authority.
Tax Amount	Displays the tax amount of the line item for the tax authority. If you want to modify the tax amount, enter the tax amount.
Tax Payment Amount	Displays the tax paid amount of the line item for the tax authority.

Selected Invoices tab - PO Line Item sub-tab

Purchase Order Line Item sub-tab - This sub-tab is enabled only if the invoice is for a non-lump sum purchase order. Each row in the grid is a purchase order line item. Many of the fields are display only. Select

to display the card view.


Field	Description
Line	Displays a unique identifier for the purchase order line item.
Distribution Company	Displays the distribution company for the purchase order line item.
Transaction Type	Displays the transaction type for the purchase order line item.
Profit Center	If the transaction type is Project Cost, displays the code of the project for the purchase order line item. If the transaction type is General Ledger Only, this field is blank.
Cost Code	Displays the cost code on which revenue can be tracked for the purchase order line item.
CMR	Displays the code of the change management record for the line item.
Cost Type	Displays the code of the accounts payable cost type for the purchase order line item.
Division	Displays the code of the division for the purchase order line item.
Cost Account	Displays the cost account for the purchase order line item.
Item	Displays the code of the purchase order line item.
Name	Displays the name of the purchase order line item.
Vendor Item Number	Displays the vendor's number for the purchase order line item.
Purchase Order Quantity	Displays the number of units ordered for the purchase order line item.
Order Unit of Measure	Displays the unit of measure for the purchase order line item.
Current Quantity Received	Enter the number of units received for the purchase order line item associated with the invoice.
Prior Quantity Received	Displays the number of units received for the purchase order line item.
Remaining Qty To Be Received	Displays the number of units still to be received for the purchase order line item, based on the purchase order quantity, the current good quantity received, and the prior quantity received.
Receiving Complete	Indicates whether receipts for the purchase order line item are closed. When the remaining quantity to be received is 0, ProContractor selects the checkbox. Otherwise, the checkbox is deselected by default. If you don't expect more receipts for this purchase order line item, you can manually select the checkbox.
Unit Cost	By default, displays the cost per unit of the purchase order line item from the purchase order. If needed, enter an updated cost.
Unit Cost Unit of Measure	By default, displays the unit of measure of the purchase order line item from the purchase order. If needed, enter an updated unit of measure.
Current Quantity Invoiced	If you selected purchase order receipts, displays the quantity for invoicing. Enter or modify the number of units of the purchase order line item associated with the invoice.
Invoicing Complete	Select the checkbox to indicate that invoicing is complete for the purchase order line item. Do not select the checkbox if invoicing is not complete or if this is not the latest invoice for the line item.
Prior Quantity Invoiced	Displays the number of units of the purchase order line item associated with earlier invoices.
Remaining Qty To Be Invoiced	Displays the number of units still to be invoiced for the purchase order line item, based on the total quantity ordered, the current quantity invoiced, and the prior quantity ordered.
Taxable	By default, displays whether the purchase order line item is taxable. If needed, select the checkbox to indicate that the purchase order line item is taxable.
Sales Tax Authority	Displays the sales Tax Authority screen from the Enter Purchase Order screen line. A line has either a sales tax authority or a use tax authority. It cannot have both.
Use Tax Authority	Displays the use Tax Authority screen from the Enter Purchase Order screen line. A line has either a sales tax authority or a use tax authority. It cannot have both.
Purchase Amount	Displays the amount of the purchase order line item on the invoice.
Tax Amount	Displays the amount of sales tax or use tax for the purchase order line item on the invoice.
Freight Amount	Displays the freight amount for the purchase order line item on the invoice.
Invoice Amount	Displays the total invoice amount for the purchase order line item on the invoice.
Description	Enter any comments or notes about the purchase order line item.
Tax Detail sub-grid - When you select to display the card view, the Tax Detail button appears. Select Tax Detail to enter details on the tax authorities and rates for the purchase order line item (including linked tax authorities). Each row on the grid is a tax authority for the purchase order line item.
Tax Authority	Displays the code of the tax authority for the purchase order line item on the invoice.
Name	Displays the name of the tax authority for the purchase order line item on the invoice.
Taxable Amount	Displays the taxable amount of the purchase order line item on the invoice for the tax authority, which is calculated based on the current amount invoiced. If you want to override this value, enter the taxable amount.
Tax Amount	Displays the tax amount of the purchase order line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.
Non-Taxable Amount	Displays the non-taxable amount (current amount invoiced - taxable amount) of the purchase order line item on the invoice for the tax authority.

Selected Invoices tab - PO Lump Sum sub-tab

This sub-tab is enabled only when a purchase order is selected in the header. Each row in the grid is a purchase order lump sum line item. Many of the fields are display only. Select

to display the card view.


Field	Description
Line	Displays a unique identifier for the purchase order lump sum line item.
Transaction Type	Displays the transaction type for the purchase order lump sum line item.
Distribution Company	Displays the distribution company for the purchase order.
Profit Center	If the transaction type is Project Cost, displays the code of the project for the purchase order line item. If the transaction type is General Ledger Only, this field is blank.
Cost Code	Displays the cost code on which revenue can be tracked for the purchase order lump sum line item.
CMR	Displays the code of the change management record for the purchase order lump sum line item.
Cost Type	Displays the code of the accounts payable cost type for the purchase order lump sum line item.
Division	Displays the code of the division for the purchase order lump sum line item.
Cost Account	Displays the cost account for the purchase order lump sum line item.
Lump Sum Description	Displays the description of the lump sum line item from the purchase order.
Current Lump Sum Invoiced	Enter the amount of the lump sum line item to be invoiced.
Prior Lump Sum Invoiced	Displays the total amount of the lump sum line item associated with earlier invoices.
Invoicing Complete	Select the checkbox to indicate that invoicing is complete for the purchase order lump sum line item. Do not select the checkbox if invoicing is not complete or if this is not the latest invoice for the line item.
Taxable	By default, displays whether the purchase order lump sum line item is taxable. If needed, select the checkbox to indicate that the purchase order lump sum line item is taxable.
Sales Tax Authority	Displays the code of the sales tax authority for the purchase order lump sum line item. A line has either a sales tax authority or a use tax authority. It cannot have both.
Use Tax Authority	Displays the code of the use tax authority for the purchase order lump sum line item. A line has either a sales tax authority or a use tax authority. It cannot have both.
Tax Amount	Displays the amount of sales tax or use tax for the purchase order lump sum line item on the invoice.
Freight Amount	Displays the freight amount for the purchase order lump sum line item on the invoice.
Invoice Amount	Displays the total invoice amount for the purchase order lump sum line item on the invoice.
Description	Enter any comments or notes about the purchase order lump sum line item.
Tax Detail sub-grid - When you select to display the card view, the Tax Detail button appears. Select Tax Detail to enter details on the tax authorities and rates for the purchase order lump sum line item (including linked tax authorities). Each row on the grid is a tax authority for the purchase order lump sum line item.
Tax Authority	Displays the code of the tax authority for the purchase order lump sum line item on the invoice.
Name	Displays the name of the tax authority for the purchase order lump sum line item on the invoice.
Taxable Amount	Displays the taxable amount of the purchase order lump sum line item on the invoice for the tax authority, which is calculated based on the current amount invoiced. If you want to override this value, enter the taxable amount.
Tax Amount	Displays the tax amount of the purchase order lump sum line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.
Non-Taxable Amount	Displays the non-taxable amount (current amount invoiced - taxable amount) of the purchase order lump sum line item on the invoice for the tax authority.
Lump Sum Detail sub-grid - When you select to display the card view, the Lump Sum Detail button appears. Select Lump Sum Detail to enter details on the items included in the purchase order lump sum line item. The Lump Sum Detail sub-grid only displays if items where entered on the lump sum line item in the purchase order. Each row in the grid is an item for the purchase order lump sum line item.
Lump Sum Line	Displays a unique identifier for the lump sum line item.
Item	Displays the code of the lump sum line item.
Name	Displays the name of the lump sum line item.
Vendor Item	Displays the vendor's number for the lump sum line item.
Item Quantity	Displays the number of units ordered for the lump sum line item.
Unit of Measure	Displays the unit of measure for the lump sum line item.
Current Quantity Received	Enter the number of units received for the lump sum line item associated with the invoice.
Prior Quantity Received	Displays the number of units received for the lump sum line item associated with earlier invoices.
Remaining Qty To Be Received	Displays the number of units still to be received for the lump sum line item, based on the purchase order quantity, the current quantity received, and the prior quantity received.
Receiving Complete	Indicates whether receipts for the lump sum line item are closed. When the remaining quantity to be received is 0, ProContractor selects the checkbox. Otherwise, the checkbox is deselected by default. If you don't expect more receipts for this lump sum line item, you can manually select the checkbox.

Selected Invoices tab - Subcontract Line Item sub-tab

Subcontract Line Item sub-tab - This sub-tab is enabled only if the invoice is for a subcontract. Each row in the grid is a subcontract line item. Many of the fields are display only.



Line	Displays a unique identifier for the subcontract line item.
Change Order	Displays the code of any change orders for the subcontract line item.
Transaction Type	Displays the transaction type for the line item.
Distribution Company	Displays the distribution company for the profit center.
Profit Center	Displays the code and name of the profit center for the subcontract line item.
Cost Code	Displays the cost code on which revenue can be tracked for the subcontract line item.
CMR	Displays the code of the change management record for the subcontract line item.
Cost Type	Displays the code of the cost type for the subcontract line item.
Division	Displays the division for the subcontract line item.
Cost Account	Displays the cost account for the subcontract line item.
Item	Displays the code of the subcontract line item.
Description	If the item for the subcontract line item is a catalog item, displays the name of the item. If the item for the subcontract line item is not a catalog item, displays the description for the item.
Subcontract Quantity	Displays the number of units ordered for the subcontract line item (including any committed subcontract change orders).
Prior Quantity Invoiced	Displays the number of units of the subcontract line item associated with earlier invoices.
Remaining Quantity To Be Invoiced	Displays the number of units still to be invoiced for the subcontract line item, based on the subcontract quantity, the prior quantity invoiced, and the current quantity invoiced.
Remaining Amount To Be Invoiced	Displays the number of units still to be invoiced for the subcontract line item, based on the subcontract amount, the prior amount invoiced, and the current amount invoiced.
Prior Amount Invoiced	Displays the amount for the subcontract line item associated with earlier invoices.
Subcontract Amount	Displays the total amount for the subcontract line item (including any committed subcontract change orders).
Current Quantity Invoiced	If the invoice is for a non-lump sum subcontract, enter the number of units of the subcontract line item associated with the vendor invoice. You can enter positive or negative quantities.
Unit Cost	If the invoice is for a non-lump sum subcontract, displays the cost per unit of the subcontract line item from the subcontract. To override this value, enter the updated unit cost for the subcontract line item on the invoice.
Quantity UOM	Displays the quantity unit of measure for the subcontract line item.
Current Amount Invoiced	If the invoice is for a lump sum subcontract, enter the total amount of the subcontract line item associated with the vendor invoice. You can enter positive or negative amounts.
Invoicing Complete	Indicates whether invoicing for the subcontract line item is complete. When the remaining amount to be invoiced is 0, ProContractor selects the checkbox. Otherwise, the checkbox is deselected by default. If you don't expect more invoices for this subcontract line item, you can manually select the checkbox. Do not select the checkbox if invoicing is not complete or if this is not the latest invoice for the line item.
Retainage Amount	By default, displays calculated retainage amount for the subcontract line item based on the current amount invoiced and the retainage % for the subcontract line item. To override this value, enter an updated retainage amount for the subcontract line item on the invoice.
Invoice Line Description	Enter a description of the subcontract line item on the invoice.
Taxable	By default, displays whether the subcontract line item is taxable. If needed, select the checkbox to include tax on the subcontract line item.
Sales Tax Authority	By default, displays the sales tax authority for the subcontract line item.
Tax Amount	Displays the tax amount for the subcontract line item on the invoice.
Freight Amount	Enter the freight amount for the subcontract line item on the invoice.
Total Due	Displays the total invoice amount for the subcontract line item on the invoice.
Tax Detail sub-grid - When you select to display the card view, the Tax Detail button appears. Select Tax Detail to enter details on the tax authorities and rates for the subcontract line item (including linked tax authorities). Each row on the grid is a tax authority for the subcontract line item.
Tax Authority	Displays the code of the tax authority for the subcontract line item on the invoice.
Name	Displays the name of the tax authority for the subcontract line item on the invoice.
Taxable Amount	Displays the taxable amount of the subcontract line item on the invoice for the tax authority, which is calculated based on the current amount invoiced. If you want to override this value, enter the taxable amount.
Tax Amount	Displays the tax amount of the subcontract line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.
Non-Taxable Amount	Displays the non-taxable amount (current amount invoiced - taxable amount) of the subcontract line item on the invoice for the tax authority.

Selected Invoices tab - Lien Releases sub-tab

Use the Lien Releases sub-tab to indicate for which lien notices ProContractor will create a lien release record when the invoice is posted and to indicate what type of release to create. Each row in the grid is a lien notice associated with the vendor.

Note: If no lien notices are associated with the vendor, you cannot create a lien release.

Tip: Use the View Vendor Lien Document Logs screen to manage your lien documents, including printing documents or attaching documents to an email.


Field	Description
Lien Notice Number	Displays the lien notice number.
Order	Displays the order number for the lien notice if applicable.
Subcontract CO	Display the subcontract change order for the lien notice if applicable.
Project	Displays the project for the lien notice if applicable.
Cost Code	Displays the cost code for the lien notice if applicable.
CMR	Displays the change management record for the lien notice if applicable.
Remaining Balance	Displays the remaining balance for the lien notice.
Action	By default, displays the action selected on the Lien Management Settings screen. If needed, select to select the type of lien release record to create for the lien notice. Do Not Auto Create - A lien release record will not be created for this notice. Create Sent Conditional Progress Release - A conditional progress lien release record will be created for this lien notice indicating that a lien release should be sent with the payment. Create Sent Conditional Final Release - A conditional final lien release record will be created for this lien notice indicating that a lien release should be sent with the payment. Create Sent Unconditional Progress Release - An unconditional progress lien release record will be created for this lien notice indicating that a lien release should be sent with the payment. Create Sent Unconditional Final Release - An unconditional final lien release record will be created for this lien notice indicating that a lien release should be sent with the payment. Create Received Conditional Progress Release - A conditional progress lien release record will be created for this lien notice indicating that a lien release was received with the invoice. Create Received Conditional Final Release - A conditional final lien release record will be created for this lien notice indicating that a lien release was received with the invoice. Create Received Unconditional Progress Release - An unconditional progress lien release record will be created for this lien notice indicating that a lien release was received with the invoice. Create Received Unconditional Final Release - An unconditional final lien release record will be created for this lien notice indicating that a lien release was received with the invoice.
Release Received Sent Date	Enter the date the lien release was received or sent.
Release Through Date	Enter the date the lien was released through.
Release Amount	Enter the amount of the lien being released. If the release amount is equal to the remaining balance, the action will default to a final release.
Release Description	By default, displays `Release for Invoice [invoice number]`. If needed, enter a description for the release.
Create Lien Release Notice Form	Select the checkbox to indicate that ProContractor will create the lien notice document when the invoice is posted based on the form selected on the Enter Vendor Lien Notice & Release screen for the release type and attach it to the lien notice record.

Set Posting Group pop-up window

Select Set Posting Group on the Invoice List tab to open the Set Posting Group pop-up window and set the posting group options for the invoices selected on the Invoice List tab. When you have set the options for the posting group, select OK to return to the Invoice List tab tab.


Field	Description
Invoice Status	Displays a status of Open.
Control Company	Enter the code of the control company for the selected invoices or select to choose the control company.
Posting Group	Enter the code of the posting group to which you want to assign the selected invoices or select to choose the posting group. All selected invoices are assigned to the posting group. If you want to assign invoices to different posting dates, you must select and assign them separately.
Keep Invoice Posting Date	Select the checkbox to use the posting date on the invoices. Deselect the checkbox to assign a new posting date to the selected invoices using the Posting Date field. All selected invoices are assigned the same posting date. If you want to assign invoice to different posting dates, you must select and assign them separately. Note: If the default posting date for an invoice in Pending Approval is none, then you need to deselect this checkbox to be able to set the posting group for the invoice, which includes setting the status to Open and setting the posting date.
Posting Date	If you deselected the Keep Invoice Posting Date checkbox, enter the posting date for the selected invoices in the format specified in the region settings on your computer.

Edit Routing pop-up window

Select Edit Routing on the Selected Invoices tab to open the Edit Routing pop-up window. When you have finished editing the routing, select OK to return to the Selected Invoices tab tab.


Field	Description
One Time Contact	Select the checkbox to indicate whether this contact is a one-time contact.
Contact Type	Enter the Contact Type screen for this contact or select to choose the contact type. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type and the contact has only one contact type, the contact type defaults to the contact type for the contact. You can enter or select a new contact type for contact. ProContractor will associate the contact with the new contact type when you save the document.
Contact Name	Enter the name of an existing Contact screen or select to choose the contact. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window. Tip: You can add new contacts or modify existing contacts from the lookup window.To add a contact, select New in the List of Contacts lookup window and complete the fields on the Contact pop-up window. When you are finished, select OK to save the contact.To modify a contact, in the List of Contacts lookup window, select on the contact you want to modify and select Open. Modify the fields on the Contact pop-up window as needed. When you are finished, select OK to save the contact.
Email As	Select to select the type of email recipient for the contact. If you do not select a type, the contact will not receive an email. Primary CC BCC
Notes	Enter any comments or notes about the routing. You can enter formatted text in this field. Select to open the Formatted Text Editor.
Routing Type	Select to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a ProContractor user ID. Review Only - No response is expected from the reviewer. Action Required - A response is expected from the reviewer. No Routing - The contact does not review the document.
Date	Enter the routing date.
Due Date	Enter the date the contact's response is expected.
Priority	Select to select the priority of the contact's response to the routing distribution. High Normal Low
Status	Enter the code for the Document Management Types screen for the routing distribution or select to choose the status type. The status type sets the active/inactive status of the routing distribution.
Closed Date	Enter the date the routing distribution is closed.
Memo to User	Enter any comments or notes about the document for the user. You can enter formatted text in this field. Select to open the Formatted Text Editor.
Memo from User	Enter any comments or notes about the document from the user. You can enter formatted text in this field. Select to open the Formatted Text Editor.

Help for Trimble Products

Approve Vendor Invoices Screen Field Reference

Invoice List tab

Selected Invoices tab

Selected Invoices tab - Invoice Header Information

Selected Invoices tab - Distribution sub-tab

Selected Invoices tab - PO Line Item sub-tab

Selected Invoices tab - PO Lump Sum sub-tab

Selected Invoices tab - Subcontract Line Item sub-tab

Selected Invoices tab - Lien Releases sub-tab

Set Posting Group pop-up window

Edit Routing pop-up window