Approve Invoices
Contents |
Approve Invoices window |
Reject Invoices |
Changing the Entry Type |
Bypass Approval |
FAQ |
Approve Invoices window
The Approve Invoices window enables you to:
Search for the required Invoice Register entries:
Select Approve Invoices to open the Invoice Register Selection and Approve Invoices list windows.
Enter your search criteria in the Invoice Register Selection window to identify the invoices you want to approve.
You can search for All the entries or entries specifically for Purchase Ledger or for Purchase Orders.
The Approver Type menu defaults to selecting transactions for approval by the current User.
The default for Period Range Year is set to 'All Years' however you could also select Last, Current, Next, or Other Year.
Click the Display button to list the transactions in the Approve Invoices window. The window lists all the transactions matching the search criteria and that are ready for approval. Details of a selected transaction are shown in the footer pane.
And then:
Approve or Reject the Invoice Register entries for various stages of approval
Match the entry to a purchase order
Enter the details, including Date Received
Amend the entries
Delete the entries
View the documents attached to that entry
Toolbar
First, select the transaction in the Approve Invoices window. You can select multiple transactions by using the Ctrl or Shift key.
Approve Invoice
Click the Approve button to approve the selected transaction. In the Detail section of Approve Invoices you can enter the Date Received for the highlighted transaction.
Reject Invoice
You may reject a transaction by clicking the Reject icon. See Reject Invoices, below.
Match to Order
Click the Match to Order button to open the Match Purchase Order selection window where you can search for purchase orders to match.
Enter Details
Select the transaction and click the Enter Details button on the toolbar.
Amend Entries
Select the transaction and click the Amend Entries button on the toolbar. See also Changing the Entry Type, below.
Delete
Entries that have not had details entered or been matched to orders can be deleted by selecting and clicking the Delete icon.
You will not be able to delete the fully approved transactions.
Documents
Select the transaction and click the Documents button on the toolbar to view the documents attached to that transaction.
Reject Invoices
After clicking the Reject icon, the list of entries from the Rejection Dictionary is shown for selection.
You can:
select an entry from the drop down list. The notes from the selected rejection entry will be displayed,
select a reason from the drop down list and replace or add further notes, or
add your own notes to describe the rejection without selecting any rejection entry from the list.
Once a transaction is rejected, it will appear in the Approve Invoices list for the valid type of approver of the stage it is rejected at.
The rejected Invoice Register entries cannot be matched to order or have details entered.
Amending a rejected entry:
You can amend the rejected Invoice Register entry from the Amend Entries window. The rejected entry will be shown with the User Id of the User who rejected it and R (for Rejected) under the Approval stage it is rejected at.
Once you have changed any details for the entry, the Rejected flag will be removed and the approval process will reset to stage 1 after saving the changes.
Changing the Entry Type
If while entering the Invoice Register Entry you selected the wrong type for the entry, say For Purchase Orders instead of For Purchase Ledger, you can correct it from the Amend Entries window.
You cannot change the type of the invoice register entry once you have entered the details or matched to orders.
Select Amend Entries.
Search for the entry you wish to convert by entering the search criteria in the Invoice Register Selection window.
Select the entry in the Amend Entries window and click the Edit icon. The entry will be opened in the Amend Entries Header window.
Change the Type by selecting it from For Purchase Orders drop down.
Click OK to save the changes.
Changing the Type of the entry will cancel any approval already carried out and reset it to level 1 for the newly selected type.
The Approver Selection window will be displayed for you to select the new Approvers for the new Type.
Select the Approvers and click OK to save the changes.
Invoice Register Entry for Purchase Ledger can be converted to Purchase Order type in the same way.
Bypass Approval
Setting Bypass Approval option for any User enables that User to save the Invoice Register entry as fully approved. You can set multiple Approver Types for a single User on the Invoice Register Approvers window.
User with Bypass Approval as one of the Approval types
If you have Bypass Approval as one of the Approval types then:
any Invoice Register entry you create will be set to fully approved and the Approver Selection window will not be displayed after saving the transaction.
editing any Invoice Register entry will mark that entry as Approval Bypassed and the Approver Selection window will not be displayed after saving the transaction. However that entry will still need to have details entered or be matched to an order.
you can approve a transaction only if you are a valid approver for that transaction.
User with only Bypass Approval
If you have only Bypass Approval type then:
you can enter or edit any Invoice Register transaction and that entry will be bypassed for the approval process.
you cannot approve an Invoice Register transaction that is entered by another User.
If an Invoice Register entry entered by a Bypass Approver is amended by a User without any Bypass Approval settings, then that entry will need to be approved from stage 1 and the Approver Selection window will be opened to select the Approvers for various stages.
FAQ
Q: How do I change the approver on a rejected PIR Entry?
A: If a PIR entry is wrongly assigned to an approver who then rejects it, the entry can become stuck in limbo where you are neither able to delete the entry or approve it. The way to resolve this situation is to change the Approver:
For Purchase Orders:
Go to PIR> Transactions> Match Order,
On the selection pane, tick to Include Matched Invoices,
In the matches list, locate the order and double-click to load the PO Matching window,
Search for the PO to which is it currently matched and double-click to reset the matching status to NO; click the tick,
Go to PIR> Transactions> Amend Entries where the order should longer show as rejected,
Edit the order and save: you can now select a valid approver,
Go back to Match Order and match the entry to a Purchase Order in the usual way.
For Purchase Ledger:
Go to PIR> Transactions> Amend Entries,
Edit the order by removing and re-adding one-or-more detail lines,
Save the order: you can now select a valid approver.