Submitting for Approval
When review and edits are complete, submit the purchase invoice so it can be approved and posted (or otherwise advanced per your legal entity rules).
Pre-submission checklist
Section titled “Pre-submission checklist”Before you submit, confirm:
- Vendor is correct
- Invoice number is unique per vendor
- Invoice date and amounts are correct
- At least one complete line item
- Tax and charges make sense
- No red validation errors on the form
Document should be in an editable pre-approval state (for example Draft or Pending Review) with data complete.
Validation requirements
Section titled “Validation requirements”Typical mandatory checks before acceptance:
| Field | Rule |
|---|---|
| Vendor | Must be selected |
| Invoice number | Required and unique per vendor |
| Invoice date | Required |
| Amount | Must be valid / non-zero as configured |
| Lines | At least one line item |
| Totals | Line / tax / charges consistent with summary |
When validation fails, messages highlight problem fields — fix them under Editing Invoice Data, then retry.
Submission process
Section titled “Submission process”- Open the purchase invoice
- Ensure you are not missing required fields
- Click Submit for Approval (wording may vary: Submit, Mark Ready, depending on workflow)
- Confirm any dialog if shown
- Status moves to Pending Approval (or the next configured state)
Submit for Approval / Mark Ready advances the document. Fix data with Lock and Edit first if validation fails.
After submit — track status
Section titled “After submit — track status”Pending Approval
Section titled “Pending Approval”Approvers act on the document. You may still see it in In Docs with status Pending Approval.
Pending Approval: waiting on an approver. Approvers use Approve / Reject / Return when they have permission.
Status meanings (typical)
Section titled “Status meanings (typical)”| Status | Meaning |
|---|---|
| Pending Approval | Awaiting approver action |
| Approved | Approver cleared the document — status then usually moves when the system posts to ERP or confirms via API (Auto-Post / API-Managed) |
| Rejected | Returned with comments for the clerk |
| Posted to ERP | Posting completed after approval (automatic or after Post to ERP in Manual mode) |
Use the Status column (and filters) to monitor Pending Approval, Posted, and Rejected documents.
Kanban is useful for the same overview:
Kanban columns show Pending Approval and other stages at a glance.
Batch submission
Section titled “Batch submission”Select multiple rows in In Docs to run bulk actions when your role and workflow allow (for example batch submit).
Select checkboxes to enable batch actions above the list.
Error handling
Section titled “Error handling”| Issue | What to do |
|---|---|
| Validation errors on submit | Fix highlighted fields; re-submit |
| Duplicate invoice | Confirm true duplicate or change number |
| Routing / no approver | Ask an admin to check approval rules |
| Rejected | Read comments, edit, submit again |