Reviewing Invoices for Approval
Opening an invoice
Section titled “Opening an invoice”From the approval queue (In Docs → Pending Approval), click a row. The purchase-invoice detail opens with fields, lines, and workflow actions.
Confirm Pending Approval, then use Approve or Reject (and related actions).
Decision actions
Section titled “Decision actions”| Action | When to use |
|---|---|
| Approve | Data and policy checks pass — document advances (often toward ERP) |
| Reject | Material issues — return to clerk with reason/comments |
| Return for Review | Minor fixes without a full rejection path (when available) |
| Lock and Edit | You are allowed to correct fields yourself before deciding |
Primary decision buttons sit in the detail header next to presence and edit controls.
What to review
Section titled “What to review”Invoice basics
Section titled “Invoice basics”- Vendor is correct and expected
- Amount is reasonable for this supplier
- Invoice and due dates are plausible
- Legal entity is correct
Check invoice number, vendor, legal entity, and dates before approving.
Document verification
Section titled “Document verification”Open Show PDF and confirm the PDF/e-invoice matches extracted data (number, vendor, lines, totals).
Compare the original document to fields on screen.
Lines, taxes, totals
Section titled “Lines, taxes, totals”| Area | Check |
|---|---|
| Line items | Descriptions, quantities, prices |
| Taxes / charges | Rates and mappings |
| Summary | Grand total consistent with lines |
Use Line Items, Taxes, and Summary for a structured check.
Approval history and notes
Section titled “Approval history and notes”Where shown on the document, review who submitted, when, prior decisions, and clerk notes before you act.
Requesting more information
Section titled “Requesting more information”If your site supports hold / request-info style actions, use them for clarifications; otherwise Return for Review or Reject with clear comments so the clerk can fix and resubmit.
After you approve
Section titled “After you approve”Once approved:
- Purchase invoices — with Auto-Post or API-Managed ERP mode, status updates when the invoice is posted (or confirmed via API), typically to Posted to ERP (or Post-ERP Error). With Manual mode, an authorized user still clicks Post to ERP on the invoice.
- Sales invoices — workflow advances toward send; status updates when the document is sent or delivered (see Invoice States).
Track outcomes on the list Status badge.
Quick tips
Section titled “Quick tips”| Situation | Approach |
|---|---|
| Known vendor, expected amount, clean match | Approve promptly |
| New vendor or high value | Extra scrutiny on PDF and lines |
| Clear data error | Return or reject with specific comments |