# ScrapRight Training Guide
**Accounts Payable (AP) Review Process**

This guide explains the **AP Review** feature in ScrapRight. It allows managers, owners, yard managers, non-ferrous managers, or other authorized personnel to review and approve transactions that have been pushed to Accounts Payable **before** the accountant or cashier issues payment. This step adds a critical layer of oversight to catch errors (missing tare weights, incorrect pricing, fat-finger mistakes, etc.) and ensures accuracy before checks are written.

### Key Purposes of AP Review
- Catch and correct mistakes (e.g., missing tare weights, wrong prices, negative values).
- Adjust weights, pricing, or material names when needed.
- Approve transactions so they become ready for payment.
- Sync approved changes to QuickBooks (if integrated).
- Provide a clear separation of duties: manager reviews/approves → accountant/cashier pays.

### Step-by-Step Instructions

#### 1. Access the AP Review Screen
1. Hover over **Transactions** in the main menu.
2. Select **AP Review Screen** (this option is permission-based—only authorized users can see it).

#### 2. View Pending Review Tickets
- On the left side, you’ll see a list of all tickets pending review.
- Examples include customer names such as CNR Communications Group, individual sellers, or other businesses.
- Each entry represents a ticket that has been submitted to AP but **not yet approved**.

#### 3. Select and Review a Ticket
1. Click (or check the box next to) a ticket from the list.
- Example: Select a large ticket for “CNR Communications Group”.
2. The full ticket details load on the right/main area.
- Ticket number
- Date created
- Material (your internal name)
- Customized name (what the customer calls it—if different)
- Gross weight, tare weight, net weight
- Price per unit/ton
- Total payout amount

#### 4. Make Adjustments (if Needed)
You can edit almost any field directly in the AP Review screen. Press **Enter** on your keyboard (or the on-screen Enter) to save each change.

Common adjustments:
- **Fix missing/incorrect tare weight**
Example: Tare weight was missing or incorrect → enter the correct value (e.g., 26,400 lbs).
Net weight recalculates automatically.
- **Correct material name**
Change the customized/customer-facing name (e.g., change to “Unprepared”).
- **Adjust pricing**
Manually override the price per ton/unit (e.g., change from $100/ton to $120/ton).
- **Update pricing from Price List** (if the customer is on a special price list)
Click the **Update Pricing** button to pull the latest prices from the customer’s assigned price list (especially useful if prices changed since the ticket was created).

**Note**: Any changes made here will sync to QuickBooks once approved (if you use QuickBooks integration).

#### 5. Approve the Ticket
1. After reviewing and making all necessary corrections, click **Approve Tickets**.
2. A confirmation pop-up appears:
“Are you sure? Once approved, there is no easy way to go back.”
3. Click **OK** to confirm.
- The ticket is now **approved** and removed from the pending review list.
- It moves to the **approved/ready-to-pay** queue.

**Important**: Approval is the final manager touchpoint. After approval, only payment should occur—no further edits are intended.

#### 6. Pay Approved Tickets (Cashier / Accountant Role)
This step is typically done by front-office staff or the accountant (permission-based).

1. Hover over **Transactions** → select **Accounts Payable**.
2. You will only see **approved** tickets (those with a green checkbox next to them).
3. Check the box(es) for the ticket(s) you want to pay.
4. Click **Pay Selected Items**.
5. Choose the **Payment Type** (e.g., Check).
6. The next available check number appears automatically.
7. (Optional) Enter an **Invoice Number**, **PO Number**, or other reference.
8. Click **Pay Tickets**.
9. The system generates and downloads an **AP receipt** for your records.

### Best Practices
- Always double-check tare/gross weights—missing tare can lead to large overpayments.
- Use **Enter** key liberally—it saves changes instantly.
- If a customer is on a special **Price List**, use the update button to ensure current pricing.
- Approve only when you are confident the transaction is accurate—the accountant relies on your approval.
- Run this review regularly (daily or before check runs) to prevent delays in payments.

That’s the complete **AP Review Process** in ScrapRight!

This workflow helps protect your business from costly errors while keeping your payment process efficient and auditable.

Thanks for using ScrapRight — stay tuned for the next guide on **Price Lists for Special Customers**.

Accounts Payable and AP review