What does accepting/rejecting/reverting a bill allocation do?

What does accepting/rejecting/reverting a bill allocation do?

To find the bill allocations for a specific project you go to the Projects icon and click on the Finance tab and then type the project you want to look at the bill allocations for.


Then you will see a section that says Open Bill Allocations and underneath a downwards arrow which you can click on. Then you will see three buttons, accept, reject and revert.


I will explain what each button does. 

Notes
When you click the “Accept” button on a bill allocation.

  1. You’re confirming your part of the bill is correct.

    • If multiple managers need to accept the bill, your name is removed from the “pending approval” list once you click.

  2. If you’re the last person needed to approve:

    • The system automatically marks the bill allocation as “Accepted”.

    • A Material Receipt is created to show that the materials or services from the bill have been received.

  3. The system decides where the materials go:

    • If the cost is assigned to a Project, it links the receipt to that project.

    • If it’s for an Asset, it links it to that asset.

    • (If it’s for Stock, it’s not yet set up—coming soon.)

  4. No further approval required?

    • If your company settings don’t require more approvals, the receipt is automatically approved.

  5. Everything is tracked and logged:

    • The system adds a note in the audit log that the bill has been receipted, and by who.

    • It also checks if all items on the bill are accepted—if so, it updates the bill’s status to “Receipted”.

  6. The screen refreshes with updated info.


Notes
When you click the “Reject” button on a bill:

  1. Marks that part as rejected

    • The specific allocation you rejected gets marked as “Rejected”.

  2. Checks the rest of the bill

    • The system looks at whether any other allocations (parts of the bill) are still waiting to be accepted.

  3. Updates the bill status if needed

    • If none of the parts are accepted, the bill gets pushed back into the “Assigned” status — meaning someone needs to review it again.

  4. Updates the screen

    • The bill details on your screen get refreshed so everyone sees the latest status of the below fields

      • Status (e.g. Rejected, Assigned)

      • Cost assignment info

      • Due date colors

      • Purchase Order match

      • Any errors or missing info


Notes
When you click the “Revert"  button on a bill allocation.

  1. Adds you back as someone who hasn’t accepted yet

    • You’re re-added to the Unaccepted Managers list.

    • This means your approval is now undone.

  2. Changes the allocation status back to “Open”

    • The system marks it as not yet accepted — like it’s back in review.

  3. If this allocation had already been receipted…

    • The system finds and reverts the material receipt, essentially undoing the stock or asset record that was created.

  4. Checks and updates the overall bill

    • If all allocations are now “Open” or “Rejected,” the bill status changes to “Assigned” (meaning it needs to be reassessed).

  5. Refreshes the bill display on your screen

    • Everything updates instantly so users see the current status.


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