Introduction
Tango Maintenance now supports the option to route Work Order Invoice approvals to the more robust Core Projects Approval Workflow. Clients now have the option to configure an Invoice Approval Threshold within Edge and any Work Order Invoice submitted over that amount can be routed to the Core Approval Workflow with approval limits defined by Role.
Work Order Configuration/Setup
The following is an example of the Invoice Approval Threshold field in the Invoicing/Financial section of the Work Order Configuration record.
Help Text
The max approval amount for a Work Order Invoice. If a Work Order Invoice is higher than the threshold then it can only be submitted for approval into the Core Approval Workflow. Leave blank or set to 0 for no approval threshold.
For clients who want to utilize this option, enter an amount over 0 into the Invoice Approval Threshold field.
When a Work Order Invoice is Submitted (from an External Vendor, Internal Maintenance Lead/Technician or from a Facility Manager in Facility Manager Override mode), the Invoice amount will be compared against the threshold amount.
If the Submitted Invoice amount (plus any previously Submitted/Pending Approval and Approved Invoices for the same Work Order) is over the threshold amount, the Invoice will be sent to Core in Draft Status (temporarily) and automatically update to Pending Approval Status as it is submitted to the Approval Workflow. The approval(s) will need to be completed using the Core Approval Workflow.
If the Invoice Amount is below the Invoice Approval Threshold (or the Threshold is not set), the Invoice will either Auto Approve or route to the Facility Manager for approval in Edge, then be sent to Core in Approved Status.
Status Cheat Sheet
| New or Existing? | User/Action | WO Invoice Status | System for Next Action | Next Action |
|
Existing |
WO Invoice Submitted, under Threshold. Not Auto Approved |
Submitted | Edge | Facility Manager Approves or Declines |
| Existing | Facility Manager Declines the Submitted Invoice | Invoice Declined | Edge | Service Provider (External Vendor or Internal Maintenance team) corrects the Invoice and Submits again |
| Existing | WO Submitted, under Threshold and Auto Approved, or Facility Manager Approves Invoice manually | Approved | Edge & Core |
n/a Invoice is sent to Core in Approved Status |
| New | WO Invoice Submitted, over Threshold. | Draft > Pending Approval | Core | Core Approver(s) completes the Approval Workflow steps |
|
New * |
Core Workflow Approved System sends Status update from Core to Edge |
Approved | Edge & Core | n/a |
|
New * |
Core Workflow Rejected System sends Status update from Core to Edge (Rejected Status in Core = Invoice Declined Status in Edge) |
Invoice Declined | Edge | Service Provider (External Vendor or Internal Maintenance team) corrects the Invoice and Submits again |
|
Existing |
Core Invoice Exported via Integration ** |
Exported | Edge & Core |
n/a Status updated from Core to Edge |
|
Existing |
Core Invoice marked as Paid via Integration ** |
Paid | Edge & Core |
n/a Status updated from Core to Edge |
* New to the process, but the Status matches the existing Approved and Invoice Declined Statuses
** Core Invoice Standard Integration may not be implemented for all clients.
Note: For assistance setting up/understanding the Core Approval Workflow please contact Support, Services or your CSM representative
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article