Submitting for Approval
This guide walks AP clerks through the invoice submission process in TaprNext after review and editing are complete.
Pre-Submission Checklist
Section titled “Pre-Submission Checklist”Before moving forward, users should verify eight key elements: vendor accuracy, invoice number, dates, amount matching, line item completeness, tax calculations, PO matching status, and the absence of validation errors.
Validation Requirements
Section titled “Validation Requirements”The system enforces mandatory checks before acceptance:
| Field | Rule |
|---|---|
| Vendor | Must be selected |
| Invoice Number | Required and unique per vendor |
| Invoice Date | Required, cannot be future-dated |
| Amount | Must exceed zero |
| Lines | Minimum one line item required |
| Total Match | Line totals must equal grand total |
When validation fails, error messages appear with problem fields highlighted in red.
Submission Process
Section titled “Submission Process”Users click the Submit for Approval button, which triggers a confirmation dialog displaying the invoice summary and assigned approver. After confirmation, the invoice transitions to Pending status and enters the approval routing workflow.
Routing and Status Tracking
Section titled “Routing and Status Tracking”The system evaluates submission rules to assign appropriate approvers based on invoice amount, vendor, PO status, and cost center. Users can monitor progress through the dashboard’s Pending card and view current approver information, queue time, and approval history.
Status Indicators
Section titled “Status Indicators”- Pending: Awaiting approver action
- Approved: Approved and posting to ERP
- Rejected: Returned with comments
- Posted: Successfully posted to ERP
Error Handling
Section titled “Error Handling”Common issues include duplicate invoices (check if truly duplicate or edit the number), routing errors (verify approval rules configuration), and ERP posting failures (may require configuration adjustments).
Batch Submission
Section titled “Batch Submission”Multiple invoices can be submitted simultaneously by selecting them from the dashboard and confirming the batch submission summary.
Withdrawal Option
Section titled “Withdrawal Option”Submitted invoices in Draft status can be withdrawn to make corrections before resubmission, though withdrawal isn’t possible once approval begins.