Sending Invoices for Approval

  • Updated

The Invoice Administration module allows communities to configure how invoices that fall outside the defined matching tolerances are handled (manually or automatically), before they proceed to delegated approval.

 

Requirement: Your community must have Invoice Approvals enabled for the Send for Approval option to be available. Invoices can be routed to either the buyer or the requester for initial approval, depending on the community's invoice settings.

 

The Failed Matching Action within the Invoice Administration module has two primary states: On Hold (manual intervention) and Send for Approval (automatic routing).

 

 

On Hold - Manual Intervention

When the system is configured for the On Hold matching option, invoices that fail matching tolerances are placed On Hold pending manual intervention.

  • Action Required: Users with the Create Invoices role must manually take action, which may include:

    • Manually routing the invoice for approval.

    • Rejecting the invoice.

    • Forcing the invoice to match.

 

Send for Approval - Automatic Routing

When the system is configured for the Send for Approval matching option, the process is automatically initiated:

  1. Initial Status: Any invoice that fails matching is automatically placed into the Pending Order Acceptance state.

 

  1. Notification: An email notification is sent to the buyer(s) or requester(s) on the order, informing them that the invoice is awaiting their acceptance or rejection.

  2. Acceptance/Rejection:

    • If Approved (Accepted): The invoice is automatically routed for delegated approval, and its state changes to Pending Delegated Approval. An email is sent to the delegated approver.

 

  • If Declined (Rejected): The invoice state changes to Rejected, and an email notification is sent to the creator of the invoice.

  1. Final Delegated Approval:

    • While in the Pending Delegated Approval state, if the invoice is approved, it moves to the Invoice Approved (Matched) state, meaning it has matched and can be paid.

    • If the invoice is declined by the delegated approver, the invoice will go into a Rejected state.

    • In both final outcomes (approved or declined), the buyer(s) or requester(s) will be notified by email.