Non-PO Invoices - Quick Start

This section includes these topics:

• Non-PO Invoice Routing
• Approval Matrix 
• Automated Initial Routing
• Manual Routing
• Coding & Approving
• Rejecting an Invoice
• Hold an Invoice

Non-PO Invoice Routing

Quick Start offers two options for routing out Non-PO invoices for coding and approval. They are:

1. Automated initial routing to approvers based on vendor/location
2. Manual routing by the AP team 

Approval Matrix

All users that will be approving invoices must be added to the Approval Matrix, which lists approval limits and Next Approver (when applicable).

This matrix is maintained by an Administrative user and accessed by selecting the Configuration Option in the upper right corner of the Dashboard.

Automated Initial Routing

This is managed in the Initial Routing Matrix, which is a list of vendor/location combinations that will drive automatic approval routing. This matrix is managed by an Administrative user and is accessed through the Configuration icon on the Dashboard.

Manual Routing

Non-PO invoices that are not routed automatically will be imported into the "New Invoices" search queue. To open the invoice, double-click on the result line in the search grid.

On the Document Viewer screen, to manually route the invoice to an approver, the AP team will update these two fields:

• Status = Pending Approval
• Route To = Select the approver's name

Once those fields are updated, 'Save and Close' the invoice. This will auto-save the changes and will route the invoice to the chosen approver.

My Documents Pending Approval

Non-PO invoices routed out for approval are located in the approver's "My Documents Pending Approval" queue. The approver will receive an email notification once a day when invoices are awaiting review. The notification email will show how many documents are awaiting review and provide a link to log in to the solution.

For non-PO invoices, the approver will have 4 options:

• Code & Approve
• Reject
• Return to AP
• Hold

Coding & Approving

To approve a non-PO invoice, the approver will review the invoice and:

• Enter in the GL coding details on the coding form, located below the invoice image
• Click "Approve" in the upper left
• Add a note (if applicable)
• Select "Confirm"

Once approved, the invoice will automatically be sent to the next approver in the workflow, or will move to "Approved" status.

Once "Approved" invoices are reviewed and manually entered into your ERP, you will update the status to "Complete".

Rejecting an Invoice

To reject a non-PO invoice in which we do not want to pay/process, the approver will review the invoice and:

• Select "Reject" in the upper left
• Choose the appropriate "Reject Reason"
  • If "Other" is chosen, add a note to indicate to AP why this is rejected
• Select "Confirm"

Once rejected, this invoice will automatically route back to the AP team to be marked as duplicate/void

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.

Hold an Invoice

There is also the option to place an invoice on hold. This stops any escalation from proceeding on this invoice.

To place an invoice on hold, the approver will review the invoice and:

• Select "Hold" in the upper left
• Type in the "Hold Reason"
• Specify the "Hold Date"
  • Hold date = the date you would like the invoice to be held until
• Add any notes (when applicable)
• Select "Confirm"

You will find your invoices on Hold in the "My Documents on Hold" queue until the Hold Date expires.