Invoice Approval Workflow Exceptions

There will be instances when an invoice sent for payment may not go through the normal approval process. This could happen when a Recurring Invoice Rule is in place, an Internal Approver needs to be skipped in the approval process or an invoice should be Passed back to an Internal Approver.

Contents

• Recurring Invoice Rules
• Skip a User from the Approval list
• Pass Back the Invoice to User

Recurring Invoice Rules

With Recurring Rules, an Invoice can be sent directly for payment, bypassing the approval process.  

Recurring rules include minimum and maximum charges set for Contractors that service the Building. 

When an Invoice is submitted for approval and the amount is within the set price range, the First Approver is presented with a Recurring Invoice Alert that prompts them to Override & Approve the invoice.

The Override & Approve button sends the invoice directly to Strata Master for payment, bypassing any remaining approvers.

There can only be one recurring rule for each Contractor.

Skip a User from the Approval Process

The Skip Feature excludes an Internal Approver from the approval process. This may happen when the Organisation has an internal process in place, for example, the approver will be excluded if the invoice amount does not meet a minimum amount. 

The invoice can be skipped by any internal approver as long as there is still another internal approver that the invoice can be passed on. 

In case there's no option in the dropdown to select an internal approver to pass it on after selecting a user to exclude, the user can use the 'Pass Back to User' feature so that the Previous Approver can exclude the approver to be skipped and pass it on the next Internal Approver. 

Pass Back the Invoice to User

This enables the user to pass the invoice back to a previous approver.

On the Invoice Summary Page click the 3 dots and select 'Pass Back to User'. 

This will place the invoice back in the previous approver's Tasks for further review and action.

For more information, please see the Invoice Approval Process.

Building Managers should contact us with any further questions regarding this process.