There should be a report that shows the timing of the AP approval process. it would track the time between the invoice entry and date of distribution to the time the reviewer actually approves the invoice. this way you can see who is sitting on the invoices and not approving them. We like to give our PM's three days to approve an invoice so that we dont get into trouble with our vendors.
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| Company | Perfetto Contracting |
| Job Title / Role | Controller |
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@Jon Olsen I would love to learn more about how you accomplished this, since it's not a current function.
This sounds similar to a Power BI AP tracking workbook we created a while back. We included the metrics you mentioned but also a number of transactions by AP Clerk and PM to help compare time to completion with total work assigned to each of them.
I agree! We kind of already know which PM's are better than others, but a report would be proof positive to address the problem of slow processing of invoices which leads to finance charges and related vendor drama.
A few years ago we built a notification that will send out an email to the manager, PM, VP, etc. once the unapproved is over 14 days. It would be nice if Vista had something because every time we update to a newer version I have to update all notifications, it would be one less to have to update.
I don't like the whole Unapproved Invoice Entry. As a specialty sub, our AP volume is very different than a GC. We post direct to AP Trans Entry, but everything is posted on PAYMENT hold, not cost hold. The PM can review for both, we rarely need to fix the coding as most are on a PO. When the PM releases for payment, our stored procedure records date & time & user. I just added a UD trigger on APHD to auto mark the AP invoice header with this info, so no matter what form they use to release payment, it marks the invoice header. Also, my costs are in as soon as AP and PR re done for the month, no more waiting. Lots of UD involved, but was very worth it.