AP Invoice Approvals

In AP Invoice Approvals, you upload accounts payable invoices that you receive from vendors, submit the invoices for approval, and approve or reject the invoices.

AP vouchers can also be generated automatically when you final approval an AP invoice in AP Invoice Approvals, if you configured an approval workflow for AP invoices to do so.

Approving an AP Invoice

After you upload an AP invoice and save the record in AP Invoice Approvals, click the Submit option on the toolbar of the AP Invoice Approvals form. This starts the approval process using the approval workflow that is specified for AP invoices in Settings > Workflow > Approval Workflows.

If you are an assigned approver for the current approval step, the toolbar on the AP Invoice Approvals form displays an Approvals option. Use the options on the Approvals drop-down menu to take actions for an approval step, such as approving, rejecting, reassigning, and so on.

Alerts

You can set up alerts to notify approvers and others when AP invoice records are ready for their review, the due date for an approval step is near, a record has been rejected or approved, and so on.

Viewing the Progress of AP Invoices Being Approved

You can see the progress of an AP invoice going through the approval process in several places on the AP Invoice Approvals form:

• On the AP Invoice Approvals lookup (in the Search field)
• In the Status, State, and Step fields on the General tab
• On the Progress tab

These places show you if the approval process has started, the AP invoice is in approval or in review, or the approval is completed. You can see the current approval step that the AP invoice is in, as well as related details, on the Progress tab.

Assigning a Delegate to Perform Your Approval Assignments in Your Absence

If you normally approve AP invoices, you can temporarily assign another person to perform approval duties in your absence. You assign delegates on the General tab of My Preferences.

Settings

The approval process for AP invoices is based on an approval workflow that you set up and configure specifically for AP invoices.

The approval workflow identifies the:

• Steps in the approval process for AP invoices.
• Approvers assigned to each step.
• Notification alerts to send and actions to process for each step to keep the approval process on schedule.

Goal	Location
Create and configure approval workflows for AP invoices. You can create simple or complex, multi-tiered, conditional steps for approval workflows.	Settings > Workflow > Approval Workflows
Specify approver roles at the organization level.	Settings > Organization > General
Turn on approvals for AP invoices and specify the approval workflow that the AP invoice approval process will use.	Accounts Payable tab in Settings > Accounting > Company AP

If You Do Not Use an Approval Workflow for AP Invoices

If you do not use an approval workflow for AP invoices (set up in Approval Workflow Settings), you cannot use the AP Invoice Approvals application.