Invoice Approval - Post-Reconciliation

Post-Reconciliation Approval allows the addition or configuration of an approval flow before an invoice is sent for payment (OK2Pay).

See Documentation Topics:

Invoice Approval Rule Management
Accounts Payable Dashboard
Create Invoice and Invoices Grid
Reconcile Invoice and Handle Exceptions

Overview

The system triggers the selected Approval flow for Invoices encountering one or more Reconciliation Exceptions and changes the Invoice Status to Pending Approval.

If the Invoice has Reconciliation Exceptions, its status becomes Pending Reconciliation and after all exceptions are reviewed and resolved, the status returns to Pending Approval.

If an Approval Workflow is configured, an Invoice always goes through the Approval Workflow regardless of whether there are Reconciliation Exceptions. If no Approval Workflow is configured, the Invoice moves into OK2Pay status.

Approve Invoices from the Accounts Payables Dashboard

The Accounts Payable Dashboard is available as a Home Page widget and offers a central hub for invoice creation, approval, reconciliation, and management. The Approve Invoices icon provides quick access into a grid listing the  Invoices pending approval for the user.

Approve Invoices Grid

Invoices Pending Approval are listed in a grid available from the Accounts Payable Dashboard or the  Main Menu > PAYABLES area for an Invoice Approver. 

The Invoice Approval Grid may also be configured as a Home Page Widget to be directly viewable and accessible from the Marketplace Home Page.
See UI Management: Home Page Widgets. 

1. Search by Invoice or Purchase Order Number.
2. Use the filters at the top of the grid to locate an Invoice. 
3. View, Edit, Approve or Deny an Invoice from the ACTIONS menu.

View and Approve Invoice

View and Invoice from the grid and Deny, Approve, Edit, or Save as PDF. Properly permissioned users may edit an Invoice during Approval. 

Deny Invoice and Provide a Reason

Approvers may deny an invoice from the Grid or from the Invoice Details Page and provide a reason to be displayed in the History section of the Invoice. 

1. Choose Deny from I want to ....
2. If desired, provide a reason for denial.
3. Deny will record the reason for further reference in the Invoice History. 

Edit Invoice

All the fields available for editing during the creation of an Invoice are available for editing on the Edit Invoice page for both PO-based and Non-PO-based Invoices. 

Any Comment that was added during the creation of an Invoice may be edited. 

All Validation Rules are respected on the Edit Invoice page.

1. Click to Edit Line Details. After editing, click Return to Review to close the Edit Line Details area. 
2. Additional Information may be included in the form of Attachments or Comments.
3. Submit the changes to the Invoice. Changes will be listed in the History section.

Add an Invoice Approver