Batch Approval Operations

Process multiple invoices at once to improve efficiency.

Selecting Multiple Invoices

Manual Selection

Check boxes next to invoices in the approval queue. A selection count appears at the bottom, and batch action buttons activate once items are selected.

Select All Visible

Check the header checkbox to select all visible invoices, or use the Ctrl+A keyboard shortcut.

Smart Selection

Apply filters first, then select all. For example: filter by “PO Matched” and amount ”< €1,000,” then batch approve low-risk items.

Batch Approve

Review a confirmation dialog showing all selected invoices with vendor names and amounts. Optionally add a note that applies to all invoices, then confirm the approval.

Batch Reject

Select invoices, click Reject, choose a common rejection reason, add an explanation, and confirm. All selected invoices return to AP Clerks for corrections.

Batch Reassign

Transfer invoices to another approver by selecting them, clicking Reassign, searching for the new approver, and providing a reason for reassignment. Useful for vacation coverage or conflict-of-interest situations.

Confirmation and Audit Logging

“All batch operations are logged” with recorded action type, invoice numbers, user performing the action, timestamp, and any notes added.

Undo/Correction Procedures

Immediately after: Some actions can be undone via a notification toast for approximately 30 seconds.

After processing: Approved invoices already posted cannot be undone in the system; reversal must occur in the ERP. Rejected invoices can be resubmitted by AP Clerks after fixes.

Best Practices

Appropriate for batch approval: Low-value PO-matched invoices, known vendors with consistent records, and utility bills or subscriptions.

Avoid batch approval: High-value invoices, new vendors, invoices with variances, and non-PO exceptions requiring individual review.

Batch Operation Limits

Limit	Value
Max invoices per batch	50
Timeout	60 seconds
Max total value (configurable)	€100,000