Approve Payments, Approve Vendor Invoices, A/P, Hold Payments

Within e·silentpartner, you have the ability to place Vendor Invoices that are posted and are due for payment on Hold.

Why would you do that?

There are a few reasons:

  • First and foremost, you may have a pay-when-you-are-paid arrangement with a vendor with whom you contract services for one of your clients. This means the vendor will be paid for the contracted service when you are paid.
  • Second, there may be a dispute with a particular Vendor Invoice. So, you place it on hold in the Vendor Invoice section.
  • Third, your accounting department may need to implement an approval process for issuing payments.

The Approve Payments section gives you the ability to review the state of these Vendor Invoices with some selection options. Select Approve Payments from the A/P menu.

The invoice lines are color-coded:

  • White or blank: The client has not been billed for the charge or the charge is not billable.
  • Green: The client was billed for this Vendor Invoice and the client has paid.
  • Yellow: The client was billed for this invoice but has not yet paid.

The radio buttons for each line indicate:

  • Approve (A): This invoice is approved for payment.
  • Hold (H): This invoice is blocked for payment and is on hold.
  • Review (R): This invoice is considered under review and can be released for payment.

There are several options on this window to facilitate your review of the invoices.

  1. Select a company, vendor, client and/or AP Account. Click Approve, (Client) Paid Only, Hold, or Review.
  2. Enter a specific date in the Due by field.

Once you have completed your selections, click and e·silentpartner will display all open invoices that match your selection criteria.

You can approve invoices by clicking the approve radio button for each invoice. Once completed, click and the invoices will be updated appropriately.

💡
Click on the invoice number and drill down to view the jobs, which were impacted

Lastly and most important, if an invoice is placed on Hold or Under Review, it cannot be paid until its status is changed to Approve – this invoice will show up as part of the list pending to be paid, but will not be able to be selected.