Review the Invoice
To view full invoice details, click on the document icon. This will open the Document Viewer.
The Document Viewer displays the document image, invoice data, and coding.
Edit the invoice
If your organization allows invoice approvers to edit invoices, they can edit all the invoice header / coding details while the invoice is pending their approval.
Make the necessary coding changes and save.
Notes and History
Notes and history will be easily accessible within the document viewer as well. This function can be used to communicate between AP users and approvers.
Approve the Invoice
You approve an invoice from the document viewer by clicking "Approve" in the invoice actions dropdown.
Users can also bulk approve invoices by clicking the ‘Approve’ action in the ‘Documents’ tab. This will display any invoices that need approval, including any invoices that are on hold.
When you're ready to approve invoices, select the invoices under the 'Approve' action and click Confirm.
Hold the Invoice
To put an invoice on hold, click on the "Hold" in the invoice actions dropdown or use the "Hold" action in the documents tab.
While putting an invoice On hold, a pop-up appears and you can add a reason in freeform text up to 100 characters. This Reason will populate as a Note and in the Invoice History.
Putting an invoice on hold keeps it with the Invoice Approver until the hold is resolved. Once it's resolved, it can be approved normally via the 'Approve' action.
Reject the Invoice
To Reject an invoice, click on the "Reject" in the invoice actions dropdown or use the "Reject" action in the documents tab.
When rejecting an invoice you can add a reject reason in freeform text up to 100 characters in the pop-up confirmation. This Reject Reason will populate as a Note and in the Invoice History.
If you need to add more details, please add a Note on the invoice BEFORE Rejecting.
Once the invoice has been rejected, it will be returned to the AP team for the next steps.
View invoice status
You will be able to view the invoices you have approved or rejected, allowing you to see when approved invoices are ultimately paid. You can find them in the "Unpaid Invoices" and "Paid Invoices" tabs.