Validate documents

Who: the TBA FM.

Validaciones (Validations) is the FM's daily work inbox. It gathers all the pending documents: quotes, reports, certificates and invoices.

1. Open the inbox

1. Open Validaciones in the side menu. The number next to the name says how many documents are waiting.
2. Leave Solo los míos (Only mine) on to see the documents of your assets and your contracts.
3. Filter by Tipo (Type), Activo (Asset) or Proveedor (Provider) if needed.

The Espera (Waiting) column says how many days each document has been waiting.

2. Review a document

1. Click a row. The side panel shows the PDF and its details.
2. Click Abrir el archivo (Open the file) to see it full screen.
3. On an invoice, compare the Base imponible (Tax base) with the Importe previsto (Expected amount). The Diferencia (Difference) appears in the list.

3. Validate or reject

• Click Validar (Validate) if the document is correct.
• Click Rechazar (Reject) if it is wrong. Write in the comment what the provider must correct. The comment is mandatory.

The provider sees a rejected document in Inicio › Documentos rechazados (Home › Rejected documents). The provider clicks Subir sustituto (Upload replacement) and the new document returns to your inbox.

4. Forward the invoice to the client

After you validate an invoice, the panel shows Enviar al cliente (Send to client). Enter the forwarding date, check the file and click Enviar al cliente. See Invoices and forwarding.

Only the FM validates

Only the asset's FM validates the documents of its maintenance jobs and inspections. Only the service contract's FM validates its invoices. Each document is validated once only.