How to Link a Payment Request to a Scheduled Task

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: 

1. And click on the ‘Schedule’ sub-tab at the top left of the page
   
   
2. Find the scheduled task you would like to link to the invoiceable to - in this example, we are using the ‘Pour Floor’ task
   
   
3. Then click the pencil icon to the right of the task to edit the task details
   
   This will open the Task Details pop-up
   
    
4. Click on the Progress Payment dropdown - within the Associations section to the bottom left of the pop-up
   
   
5. And select the appropriate payment item from the list - in this case, we've selected the Foundations and floor structure invoiceable.
   
   
6. 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
   
   

Getting Notified when a Task that is linked to a Progress Payment Invoiceable is changed

When a user moves a task linked to a progress payment or variation invoice, the system can now notify selected users, as this change may affect financials.

To set these reminders for Accounts, Secondary account of Financial Emails please read the article here and scroll to the Schedule Notification section.

To Set these reminder for specific users on specific projects please read the article here and scroll to the bottom of the article under Schedule Task Amended Notification Option