Additional Service Approval

Additional Service Approval

Approving an Additional Service

Once an Additional Service has been added to a consignment it may need to be approved before customer invoices can be finalized. 
The best way to approve Additional Services is using the Additional Service Approvals page; Finance > Tools > Additional Service Approvals.
This gives you a list of all Additional Services pending approval. 
You can also approve a service through a consignment; which does takes you to the Additional Service Approval page. Details below. 


How to


1. Navigating to a consignment that has an Additional Service you can see, via the Admin and Finance tabs, that it has been added to this job:
 

 

2. The Additional charge will need to be approved so that the related customer invoice can be completed.

3. From here, using the 'View Approval Tools' button in the Admin Tab of the consignment, you can approve this charge:
  

4. Clicking on this button you will get a screen similar to this:
  
Here you can see the Approved toggle down in the bottom-right. Toggle this to Yes and the charge will disappear-indicating its approval. 

Note: The information on the left is a list of the Additional Services that are pending approval. Make sure you only click on the appropriate charges you wish to approve. Also, as you can see in the above image there is the ability to Reject a charge. This may be useful if the charge is normally supposed to be added on similar jobs, but in this instance it is not required. In addition to this, the Reject toggle is good because it removes an Additional Service from a consignment totally, whereas using the delete button (Admin tab of consignment) may delete the charge temporarily until a re-price is done on that consignment; at which time the charge will re-add if it is set to automatically add to consignments-this is because when a re-price is done the system checks to see what charges are applicable, and as the consignment meets the conditions of the charge being automatically added (as determined by its related data filter), it will keep adding after a re-price. The only way to stop this is to use the Reject toggle. 

5. Going back to the consignment you will notice now that the Additional Service has been approved:
 

 

Extra Information

When setting up an Additional Service (Finance > Other Setup > Additional Services) there is the option to enable this setting:
 
If this setting is enabled it means that when this service/charge is automatically added to a consignment (based on related data filter) it will remain unapproved until someone approves it; in the case of a staff member manually adding a service to a consignment, this will be approved straight away as the system recognizes that this charge was manually created by a staff member. 
Toggling this setting to Yes (on) is a good idea as it means that charges must be reviewed prior to customer invoices being finalized. If this setting is not enabled then charges will approve automatically. Best practice would see that a staff member is reviewing all charges to ensure they are definitely applicable. 



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