Reviewing Invoices for Approval
Opening an Invoice
Section titled “Opening an Invoice”Access invoices from your approval queue by clicking an invoice row. The invoice detail view opens, displaying both a summary and the source document for review.
Invoice Summary View
Section titled “Invoice Summary View”The summary displays critical information in an organized layout:
- Vendor details and invoice amount
- Due date and PO matching status
- Approval history showing submission details and routing rules
- Line items with individual amounts and tax calculations
- PDF document viewer for full verification
Key Information to Review
Section titled “Key Information to Review”Invoice Basics
Section titled “Invoice Basics”Verify the vendor is correct, the amount is reasonable for this supplier, the due date allows sufficient processing time, and the invoice date is neither future-dated nor excessively old.
PO Match Status
Section titled “PO Match Status”- 100% Matched: All lines align with purchase order—proceed with approval
- Partial Match: Review variances between invoice and PO
- No PO: Determine if a purchase order was required
- Variance: Evaluate price or quantity differences
Document Verification
Section titled “Document Verification”Open the PDF document to confirm the invoice number matches, vendor details are accurate, line items correspond with extracted data, and totals are calculated correctly.
Approval History and Audit Trail
Section titled “Approval History and Audit Trail”Review who submitted the invoice, when it was submitted, any previous approvers, the routing rule that directed it to you, and notes from the AP Clerk.
Requesting Additional Information
Section titled “Requesting Additional Information”Click the “Request Info” button, enter your question, select the recipient (AP Clerk or vendor contact), and send. The invoice status changes to “On Hold” pending response.
Approval Decision
Section titled “Approval Decision”To Approve: Click the Approve button, optionally add a note, and confirm. The invoice proceeds to ERP posting.
To Reject: Click Reject, select a reason (duplicate, invalid data, unauthorized, pricing issue, or other), provide an explanation for the AP Clerk, and confirm. The invoice returns to the AP Clerk with your comments.
Quick Approval Tips
Section titled “Quick Approval Tips”For routine invoices: PO-matched invoices from known vendors warrant quick approval if the amount falls within expected ranges and the due date is reasonable. For exceptions: non-PO invoices, new vendors, and large amounts require additional scrutiny.