Protocol ideas part 2 – Invoice verification & approval with iPROT
iPROT can be used in a variety of ways. The focus is on documenting entire projects. In addition to meeting minutes for project meetings, steering committee meetings or customer meetings, iPROT can also be used to document other project content such as invoice approvals, project status, awards and audits. Reason enough for us to take a closer look at these logging ideas in a blog series. We started some time ago with the article Plan dispatch with iPROT, which we are now making the first part of our series. The first of four other logging ideas that we will be presenting here in the blog over the next few weeks is the documentation of invoice audits and invoice approvals:
There are invoices in every project. And usually also a predefined workflow for invoice verification and approval. To document the transfer of checked and approved invoices from one point in the workflow to the next, iPROT can be used to create invoice verification & approval logs.
These invoice verification & release logs are best summarized in a separate log type. There is then a separate log for each check and release. Of course, you can also combine several invoices in such a check and release log. A separate topic is then created for each invoice in the respective log.
It is important that these invoice topics are not created as consecutive but as one-off topics. In this way, you can ensure that an invoice release does not inadvertently reappear as an unfinished entry in the next invoice verification and release log using the endless log method. In the iPROT settings under the “Entry types” menu item, you can also create and configure the “Release” entry type for this purpose.
With iPROT’s integrated dispatch function, the invoice verification & approval report can then be sent quickly and easily to the previously defined distribution list. Alternatively, only the PDF version of the log can be downloaded using the corresponding menu command.
iPROT can be used in many different ways and goes far beyond simply recording the content of meetings. Of course, the logging ideas presented here are not exhaustive and we will therefore be presenting further options for project documentation with iPROT in the coming weeks. So: to be continued 😉
Other protocol ideas:
