Tips For Effectively Managing Items

Using Reference Notes

In several areas where supporting documentation for a billable item is required, you will find a Reference Note field You can use this to add a brief note to the invoice (or other document) that gives you an at-a-glance reference that helps you connect items to the correct invoice, without your having to remember or look up the invoice number.

Efficiency tips for connecting invoices to items

The system allows multiple paths for completing an action:

1. An invoice may be opened so that its items can be selected from a list; by using the links under Reconciled Entries in the Supporting Document list for that category (in this illustration, Equipment Rentals):

2. An item can be connected to a specific existing invoice, or to a new invoice uploaded to the system, through the item's detail page:

3. In the Supporting Documentation page, which is accessible from Contract Details, a global list of all supporting documents across all item categories can be viewed Links to individual invoices and their Reconcile Entries can be used to manage items and their association with specific documents:

Item Status Codes

About Status Types

Upon review of items and daily reports by the EIC or CPAG, the application allows for four status types:

1. Approved with no changes: Items and dailies approved “as-is” will be marked green.

2. Approved with changes: Items and dailies may be approved with changes only by CPAG. Daily reports approved with changes, or containing items that have been approved with changes, will appear marked with a pencil icon on the day and for the item.

3. Returned for correction or clarification: Your EIC or CPAG may return a daily report for correction with a specific message, which will be passed to you within an application-generated email. CPAG may return an item or uploaded document for correction or revision; these, too, will have a specific message that will appear in a system-generated email.

4. Disapproved:This should be a rare occurrence involving submission of an item or daily which cannot conceivably be supported as billable. Disapproved items and days will be marked in red, and cannot be corrected and re-submitted.

Item Status

Each of the items in the summary screens have a status. The tables below show what status statements may appear, and what action is necessary to address them.

Labor Item Status	Action Required	Action Required By
W.C. Code is required to complete this Item.	Add or Select Workers Comp Code	Vendor
Pending CPAG Item Review.	Evaluate Project Manager or Non-Trade Technician	CPAG
Pending CPAG Rate Approval.	Prevailing Wage Verification	CPAG
Approved on Approval Date.	None	N/A
Disapproved by CPAG on Disapproval Date.	Resolve Issue or Accept.	Vendor/CPAG

Equipment Item Status	Action Required	Action Required By
Pending Rate Approval.	Owned Equipment Rate Check	CPAG
Rate Approved on Approval Date.	None	N/A
Disapproved by CPAG on Disapproval Date.	Resolve Issue or Accept.	Vendor/CPAG
Rental Agreement Required.	Enter Agreement Information, Attach to Item	Vendor
Requires Rental Agreement Upload.	Upload Agreement Document to attached Agreement	Vendor
Pending CPAG Approval.	Approval of Rental	CPAG
Item not on Daily Reports.	List Approved Rental on Daily Reports	Vendor
Invoice Required for Final Payment.	When Done with Rental, Enter Return Invoice Information	Vendor
Pending CPAG Authorization for Final Payment.	Authorize Final Payment Amount	CPAG
Final Payment in progress on Submission #_	Approve Payment Submission	CPAG
Final Payment made on Submission #_	None	N/A

Material Item Status	Action Required	Action Required By
Item Total Cost Required.	Enter Supplier Material Total Cost	Vendor
Item Unit Cost Required.	Enter Stock Material Unit Cost	Vendor
Material Invoice Required.	Enter Supplier Material Invoice Information, Attach to Item	Vendor
Requires Material Invoice Upload.	Upload Invoice Document to attached Invoice	Vendor
Stock Invoice Required.	Enter Stock Invoice Information, Attach to Item	Vendor
Requires Stock Invoice Upload.	Upload Invoice Document to attached Stock Invoice	Vendor
Pending CPAG Approval.	Approval of Material	CPAG
Approved on Approval Date.	None	N/A
Disapproved by CPAG on Disapproval Date.	Resolve Issue or Accept.	Vendor/CPAG

Travel Item Status	Action Required	Action Required By
Invoice Required.	Enter Travel Invoice Information, Attach to Item	Vendor
Requires Invoice Upload.	Upload Invoice Document to attached Invoice	Vendor
Submitted - Invoice may be required.	If Requested, Enter Travel Invoice Information, Attach to Item	Vendor
Pending CPAG Approval.	Approval of Travel Item	CPAG
Approved on Approval Date.	None
Disapproved by CPAG on Disapproval Date.	Resolve Issue or Accept.	Vendor/CPAG
Final Payment in progress on Submission #_	Approve Payment Submission	CPAG
Final Payment made on Submission #_	None

Billable Invoice Item Status	Action Required	Action Required By
Pending CPAG Approval.	Approval of Non-Billable Invoice Item	CPAG
Approved on Approval Date.	None
Disapproved by CPAG on Disapproval Date.	Resolve Issue or Accept.	Vendor/CPAG
Final Payment in progress on Submission #_	Approve Payment Submission	CPAG
Final Payment made on Submission #_	None