Once you've loaded at least one invoiceable to the progress payments (payment schedule) page, you can link the invoiceable to a task in the Project Schedule - allowing the Project Manager to automatically notify the accounts person that payment can be requested from the client for this stage of the project.
For example, we might be doing a concrete pour, and the project manager has gone out on-site to see that the pour has been completed to his satisfaction. He can mark the task as complete in the schedule, this will move the task status to 'requested' triggering an email to notify the accounts person to charge the client - and if RAVE's Financial Management System and Xero is set up in the branch - it will also push a draft invoice to Xero as well.
How to Link a Payment Request to a Scheduled Task
To link an invoiceable to a scheduled task, open the target project:
- And click on the ‘Schedule’ sub-tab at the top left of the page
- Find the scheduled task you would like to link to the invoiceable to - in this example, we are using the ‘Pour Floor’ task
- Then click the pencil icon to the right of the task to edit the task details
This will open the Task Details pop-up
- Click on the Progress Payment dropdown - within the Associations section to the bottom left of the pop-up
- And select the appropriate payment item from the list - in this case, we've selected the Foundations and floor structure invoiceable.
- Click SAVE to confirm
The payment item has now been linked to the scheduled task - confirmed by the addition of a green progress payment icon added to that task
