NOTE - Below applies to Role-based Invoicing only.
This page allows someone to confirm that they have checked that the building is configured correctly for role-based invoice approval.
The page shows the users who will be approving the invoices and their levels of approval.
If something is incorrect they have a button to raise a request for this to be fixed.
When they click the confirm button the users Display Name will be logged against the building. Any subsequent clicks of the approval button will show who gave the approval.
If the approval steps are incorrect, anyone of these may be missing or incorrect...
- A role has not been created, or the level is wrong
- A role is missing because none of the users have been assigned that role
- A user is missing because they are not a member or manager of the default handling group for the building
- A user is missing because they have not been assigned a role
Approval steps are called from the default handling group for a building. This can be found in the Setup / Organisation Preferences page, at the building level. Setting these up is simple:
- Go to Setup / Organisation Preferences at the building level to verify the default handling group.
- If no valid handling group has been set up (e.g. it's on All Members), the concerned Managing agent user must check internally if there is a handling group which should be assigned to the building.
- Go back to the Managing Agent level.
- Click on Setup / User Groups, and filter for the default handling group.
- For users who will need to receive notifications regarding the building (Property Managers and their equivalents), add these users as members.
- For users who do not need to receive notifications (Directors and their equivalents), add these users as group managers.
- Verify the role setup for each member: Do they have a role? Is there a variety of roles so these are steps and not a group of users with the same approval levels?
- Go back to building level, and check Setup / Organisation Settings, and Building Approval Steps to verify if the setup which has been registered.
Approval Steps can also be sometimes pulled from the Managing agent's accounting package (used by specific Managing agent clients only), in which case we can do nothing for the setup other than refresh the relevant accounting view (in Setup / Accounting Views).