Understand Authorization Central screen for Rental Equipment

The Authorization process in the Rental Equipment Module allows Track Authorizers to review and ensure accuracy before approving rental equipment charges for the payment process.

  

  1. Select the Equipment option from the Filter drop-down list, then click View to display the allocations in the Rental Equipment Module that are ready to be authorized.

  2. Once the Expand All link is selected, all line items expand and display the details.

  3. Hover a mouse pointer over the Bar Graph icon to reveal the hover box, displaying the estimated and authorized costs.

  4. Click the Send Mail icon to open the dialog box where an e-mail is drafted and sent to a selected Track user. The e-mail message will appear on Track Home page as Track internal message.

  5. If a line item is an allocation for the rental equipment used, then Rental Equipment is displayed.

  6. The rental equipment timesheet date is displayed under the Date column.

  7. The rental equipment type is displayed on the rental equipment type level.

  8. The quantity of the rental equipment type is displayed next to the defined rental equipment rate type and is displayed under the Units column.

  9. The description of the rental equipment activity is displayed on each expanded line item.

  10. If the allocation has other costs, the other rental equipment costs are displayed under the Other Costs column.

  11. The Costs column displays the rental equipment charges and other costs.

  12. The total of the other rental equipment costs, the quantity of the rental equipment used, and the total charges are displayed by date on the Rental Equipment line item.

  13. Click the Rejected Time Comments icon to enable the text box for rejected comment entry. The rejected comments are found on the Track Home page as Track internal messages. If the rejected comment is entered at a summary level, all items included in that summary will have the same rejected comment. For example, if the rejected comment is on the Rental Equipment level or a selected rental equipment type level, then the same rejected comment applies to all rental equipment listed below. Add the rejected comment for each rental equipment by clicking the Rejected Time Comments icon on each line item to enable a text box for rejected comment entry.