Approve, Hold, or Reject an Invoice

Modified on Mon, 23 Sep at 12:04 AM

Summary: This article reviews how an approver can approve, hold, and reject invoices that are assigned to them.

Payables Permissions: Approve or reject documents as a full-access user or Approve/Hold/Reject as a limited-access invoice approver or PO invoice approver user. AP Managers can also mark invoices as approved without being an invoice approver.

Abilities of an Approver: Essentially an approver can take actions on invoices, input all coding (if they have edit access) and resolve any line matching discrepancies (Only with PO permissions).

Article Contains:

Review the Invoice

To view full invoice details, click on the document icon. This will open the Document Viewer.

The Document Viewer displays the document image, invoice data, and coding.

Edit the invoice

If your organization allows invoice approvers to edit invoices, they can edit all the invoice header / coding details while the invoice is pending their approval.

Make the necessary coding changes and save.

Notes and History

Notes and history will be easily accessible within the document viewer as well. This function can be used to communicate between AP users and approvers.

Approve the Invoice

To approve an invoice, click the ‘Approve’ action in the ‘Documents’ tab. This will display any invoices that need approval, including any invoices that are on hold.

When you're ready to approve invoices, select the invoices under the 'Approve' action and click Confirm.

You can also take action in the invoice document view by clicking Invoice Actions at the top of the screen.

Hold the Invoice

To put an invoice on hold, click on the ‘Hold’ action in the ‘Documents’ tab. Select the invoices and click Confirm.

While putting an invoice On hold, a pop-up appears and you can add a reason in freeform text up to 100 characters. This Reason will populate as a Note and in the Invoice History.

Putting an invoice on hold keeps it with the Invoice Approver until the hold is resolved. Once it's resolved, it can be approved normally via the 'Approve' action.

You can also take action in the invoice document view by clicking Invoice Actions on the top of the screen.

Reject the Invoice

To reject an invoice, navigate to the ‘Reject’ action in the ‘Documents’ tab. Invoices ‘Awaiting approval’ and ‘On Hold’ will be filtered in the list. Select the desired invoices to reject and click Confirm.

When rejecting an invoice you can add a reject reason in freeform text up to 100 characters in the pop-up confirmation. This Reject Reason will populate as a Note and in the Invoice History.

If you need to add more details, please add a Note on the invoice BEFORE Rejecting.

Once the invoice has been rejected, it will be returned to the AP team for the next steps.

View invoice status

You will be able to view the invoices you have approved or rejected, allowing you to see when approved invoices are ultimately paid. You can find them in the "Unpaid Invoices" and "Paid Invoices" tabs.