Entities utilizing invoice functionality can optionally route invoices for approval. This feature is available for header, line and no match invoices.
Workflows can be created by entity administrators in Workflow Settings > Invoice > Add/Edit Workflow. Available criteria for invoice workflows include amount to pay, account segments, match status and supplier.
If configured, the Transaction Requester can be set as an approver, which would display the invoice on the Approve tab for the requester’s review and approval. Please contact Customer Support if you would like more information on this feature.
Invoice - Add/Edit Workflow
Unlike transaction approvals, invoice approvals are considered optional. The workflow routing begins after selecting Request Approval from the Next Step drop-down. Invoices already posted to the GL/ERP system are not eligible for workflow.
Next Step - Request Approval
After workflows are calculated, the associated approvers will be notified by email. Depending on the approver’s setup in Add/Edit User, the invoice will display on the Approve or Manage tab. Transaction and Invoice approvals will appear on separate submenus.
Approve Submenu - Transaction and Invoice
The approver can opt to approve, reject or forward the invoice (if enabled.) Additionally, a View Invoice option will display to allow the user to view the item detail.
Invoice Approve - Header view
Invoice Approve - Detail view
Edit Entity Settings – Ability to maintain Pending Approval transactions for deactivated users
If a user is removed via the User Status screen or the User Import, a new setting in Edit Entity Settings will allow the user’s Pending Approval transactions to remain active.
Edit Entity Settings - New setting
This setting defaults to unchecked, which maintains the existing behavior: any Pending Approval transactions will be deleted if the requester is removed.
When this setting is checked, an email notification will be sent to entity administrators listing the Pending Approval transactions so that additional action can be taken if necessary.