AP INVOICE REVIEW
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☐ VIEWPOINT SETTINGS:
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AP APPROVERS: Approvers in the portal are the same approver’s set-up in viewpoint. (HQ
Reviewer Group).
 Check that each User in HQ Reviewers has a VA User Profile User name (User name tab)
 Make sure that the VA User Profile includes the HR Employee Details (see picture
below). If not they will not be able to see the Invoices they are assigned to. (Additional
Resource LINK)
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INVOICE TYPE: Each Type should have a reviewer or reviewer group assigned in the location
indicated below:
 JOB is assigned from the JC Job Master
 INVENTORY is assigned by the location’s reviewer group
 EQUIPMENT is assigned by the EM Department’s reviewer group
 EXPENCE is assigned by GL Account
 EM WORK ORDER is assigned by Equipment which is EM Department
 PURCHASE ORDER is assigned through the job the purchase order was assigned to
 SUB CONTRACT (SL) is assigned from the Job
Corresponds with V: 1.7.0.0 of the Portal
Click here to check for updates LINK
AP INVOICE REVIEW
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☐ PORTAL SET-UP: (Go to Admin dropdown, Select Portal Settings)
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AP Companies to Enable in the Portal
AP Line Items Can be deleted?
Allow AP Only Access if No Other Permissions Are Assigned
o Allows users who don’t have any other modules, but have AP permissions from
Viewpoint, to be able to log-into the portal
Are notes required for invoice rejection?
Disable Required Fields on AP Line Items Edit
Disable line type change on AP items
Enable AP Unapproved Invoice Review
Enable Add Attachment Functionality in AP
o This will allow users to upload pictures/documents to the invoice
Enable Add Line Item Function
Enable Line Item Editing
o This allows the User is able to change everything in the line item (Amount, SL ,
Description etc… )
Enable Pay App Update
o This is a Paid when Paid option. It will require a user defined field in viewpoint in order
for this to work. Your Keystyle team can help you set-up if required.
Hide Retainage, Tax, and Misc Amounts on Edit
o If you do not want your reviewers to be able to see Retainage, tax and Misc Amounts
when they edit the line type, select this.
Include Time and User in Notes Added to Invoices
o When a user enters notes it automatically includes the date and time and the User Name
Invoice Line Item detail must equal the header total prior to approval
Line Items to Enable in the Portal (comma separated)
o List out which Line type you will want available in your portal:
SAMPLE:
On Cascade approval, should the current sequence be set as approved?
o If multiple users are at the same approval level in viewpoint, when one user
approves the invoice, it approves for all.
Post Reviewer Notes to Header
o The notes will be added to the Invoice Header and not just each line item in
viewpoint. Once saved the notes will also show in the header in the portal.
Prevent Changes to Units and Amounts on Invoice Edit Windows
Reason Codes To Include In AP Rejection (Leave Blank to Include All)
o Reason Codes are found in HQ Reason Codes
Corresponds with V: 1.7.0.0 of the Portal
Click here to check for updates LINK
AP INVOICE REVIEW
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Restrict AP Approvers in the Portal to Only Members of This Reviewer Group
o Leave Blank to include all reviewer groups
Show Due Date or Invoice Date on AP Invoice Grid
o D = Due Date, I = Invoice Date
Show Notes on AP Index
o This allows the notes to show on the first page when you go into AP Invoice Review
Show Pay Terms on AP Index
o This allows the Pay Terms to show on the first page when you go into AP Invoice
Review
Simple Approval Mode (hide “Charge To” and Item # on AP item Grid)
o EX:
Corresponds with V: 1.7.0.0 of the Portal
Click here to check for updates LINK
AP INVOICE REVIEW
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☐ USER GUIDE: (For Zendesk Article: LINK)
STEP 1: Select "AP Invoice Review" in your navigation bar.
STEP 2: Select Invoice to review
STEP 3: Review Invoice
Corresponds with V: 1.7.0.0 of the Portal
Click here to check for updates LINK