Non-PO Invoices

This section will cover topics related to Non-PO Invoices.

• Approve an Invoice
• Code an Invoice
• Reject an Invoice
• Return to AP
• Re-Route an Invoice

 

Approve an Invoice

This topic describes how to approve an invoice.  You can also view the Approving an Invoice video.

Invoices that need approval will be routed to the user that needs to approve the invoice.  The "My Documents Pending Approval" search will list all the invoices that a user needs to approve.

In addition, the user will receive a daily email indicating how many invoices they need to approve.  Clicking on the "Approve My Documents" link in the email will take the user to the Login page.

From the Dashboard, you can select the "My Documents Pending Approval" tile to approve an invoice:

Select the "My Documents Pending Approval" tile from the Dashboard.

Alternatively, you can select "My Documents Pending Approval" from the Search drop-down, or create a tile for "My Documents Pending Approval".

Select the invoice to approve by double-clicking the invoice in the result list.  

The invoice will open in the document viewer.  The user can enter the coding data in the Coding Data Pane at the bottom of the window.  See Invoice Coding for more information about entering the coding data.

• Depending upon the configuration, the user may not have to code the invoice, or the coding data may already be populated.

If the invoice has been coded, then the user can Approve the invoice.

• Click the "Approve" button in the top left corner of the window.

• Alternatively, you can click the down arrow on the right of the "Approve" button, and a dropdown menu will provide several other options, including "Approve".

The user will have the option to enter a Note regarding the approval (this is optional).  Then click the "Confirm" button to complete the approval. 

 

After the invoice is approved, it will continue through the predefined workflow path for your configuration.  This is typically either another approval, review by the AP team, or transfer to your ERP system.   In either case, once you approve an invoice, there is no further action required by you.  If you need to view the invoice again, you can search on the invoice by Invoice Number, Invoice Date, PO Number, Vendor Name or other criteria that have been captured for that invoice.

  

Code an Invoice

 To Code an Invoice, you will need to open the invoice and enter the GL Coding Data into the Coding Data form.

For most configurations, the coding will be completed by the first user in the approval workflow.  The Coding Form is only editable if the invoice is routed to the current user and the status is "Pending Approval".

From the Dashboard, click the "My Documents Pending Approval" tile, and then select the invoice that you want to Approve/Code.

When you open the invoice, you will see the Coding Form at the bottom of the Document Viewer page.

 

Here is an overview of the features of the Coding Form:

 

To Code an invoice:

1. Enter the appropriate values into the GL Coding fields (e.g. Business Unit, Cost Center, etc..  The actual fields may vary depending upon your configuration.
2. Enter the first few characters of the value for the field and a drop-down will be displayed to show the values that may be selected.
3. Enter the Distribution Amount for the line.
4. Click the Add Row icon to add additional distribution rows.
5. Click the Delete Row icon to delete a distribution row.
6. The Total Amount will automatically be calculated.
7. For faster coding:
   1. Use "Prior GL Data" to retrieve the prior GL Data for the vendor.   This is helpful when the distribution and amounts are the same for each invoice for that vendor. 
   2. Use the Excel Copy and Paste feature.
8. Click Approve, to complete the Coding and Approve the invoice.  See Approving an Invoice for more information. 

You also have the option to open the coding lines in a new window for easier viewing.

1. Click on the ‘Open New Window’ icon in the upper right corner of the coding area of the document.

This will open a new window that will show the coding lines in a larger format. 

 

If you click Approve and there is an issue with the gl coding an error bar will appear and the field in error will be highlighted in yellow. You will need to make the necessary updates and then choose to Approve the invoice once again. 

 

After the invoice is approved, it will continue through the predefined workflow path for your configuration.  This is typically either another approval, review by AP or transfers to your ERP system.   In either case, once you approve an invoice, there is no further action required by you.  If you need to view the invoice again, you can search on the invoice by Invoice Number, Invoice Date, PO Number, Vendor Name or other criteria that have been captured for that invoice. 

 

Excel Copy & Paste

When Coding an invoice, you can use the Excel Copy and Paste feature to copy one or more rows from an Excel spreadsheet directly into the Coding Form.  This is helpful for invoices that have a large amount of coding distribution lines and the data is identical or similar each month.

The columns of the spreadsheet must match the fields in the Coding form.

Open your Excel file that contains your coding data.  The columns in your Excel file must match the fields on the Coding form.  They must be the same number of columns/fields and in the same order.  The header column in your Excel file is not required and notice that when you copy the cells you do not copy the column headers.  You can modify the data as needed before you do the copy.

To copy the cells, click Ctrl-C or right-click and select Copy.

Put your cursor on the first column and row of the coding data and paste the cells that were copied from the Excel sheet.  You can either use Ctrl-V or right-click and select Paste.

The rows from the Excel sheet will be pasted onto the Coding form.  Note that the Distribution Amount Summary is automatically calculated.

 

Reject an Invoice

When approving an invoice an Approver can Reject the invoice which will send it back to the AP TEam because we do not wish to have the invoice paid/processed

To Reject an invoice:

1. Click the small drop-down arrow to the right of the Approve button. 
2. The Approve/Workflow dropdown will be displayed.
3. Select the Reject option.
4. The Reject window will be displayed.
5. Click the Reject Reason dropdown.   
6. Select the Reject Reason.   
7. Enter a note regarding the reason for the Reject. Click Confirm. The invoice will be routed back to the AP team for review.

 

Return an Invoice to AP

When approving an invoice an Approver can send an invoice back to AP Team for update or review.

To Return to AP:

1. Click the small drop-down arrow to the right of the Approve button. 
2. The Approve/Workflow dropdown will be displayed.

   3. Select the Return to AP option

   4. The ‘Return to AP’ window will be displayed.

   5. Select a ‘Return to AP Reason’.

   6. Enter in any notes informing AP as to why we are sending the invoice back for review

   7. Click Confirm.

The invoice will now be routed back to the AP team for review.

 

Re-Route an Invoice

 When approving an invoice an Approver can route the invoice to another user instead of approving the invoice.

To Re-Route an invoice:

1. Click the small drop-down arrow to the right of the Approve button. 
2. The Approve/Workflow dropdown will be displayed.
3. Select the Reroute option.
4. The Reroute window will be displayed.
5. Click the Route To dropdown. 
6. Select the user that the invoice should be routed to. 
7. Enter a note regarding the reason for the Reroute (optional). Click Confirm.