[AP] Checklist for Creating Invoices that Require Approvals

This 10-point checklist outlines the key steps to create and process invoices that require approval from others.

1. Set Up Reviewers

• In HQ Reviewer, add all users who will be reviewing and approving invoices.

• Ensure each reviewer is set up with the correct User Name.

2. Set Up Reviewer Groups (Optional)

Use Reviewer Groups when:

• Multiple reviewers are involved.

• You want to control the approval order and assign a Responsible Person to manage the process.

Features include:

• Enabling “view and approve” for lower-level reviewers.

• Allowing or blocking approval when required information is missing.

• Sending email notifications on rejection.

3. Assign Default Reviewers to Vendors (Optional)

• Go to AP Vendor Master > Add'l Info tab.

• You can assign a default single reviewer to the vendor.

  • These reviewers are shown in the header of the invoice.

  • Reviewer Groups are not supported in this field.

4. Assign Default Reviewers to Jobs (Optional)

• Go to JC Job Master > Info tab.

• Enter:

  • Reviewer Groups in the Reviewer Group Invoices field, and/or

  • Individual reviewers on the Reviewer tab.

    • These reviewers are shown at the line level of the invoice.

    • Individual job reviewers also cannot use Reviewer Group functionality.

5. Create the Invoice

• Use AP Unapproved Invoice Entry to create the invoice.

• Note:

  • The UI Month and Sequence number are system-controlled.

  • Invoices are automatically routed to the first reviewer after the first Save and Close.

  • At least one line item must be added for the invoice to appear in the AP Unapproved Invoice Status form.

6. Approve the Invoice

• Go to AP Unapproved Invoice Review.

• Each assigned reviewer:

  1. Enters their Reviewer Code (from Step 1).

  2. Presses Tab.

  3. Clicks Refresh to load assigned invoices.

  4. Reviews and Approves or Rejects the invoice(s) in the grid.

7. Check Invoice Status (Optional)

• If using Reviewer Groups:

  • The Responsible Person can use AP Unapproved Invoice Status to view all invoices in the group and track pending or rejected items.

• If not using Reviewer Groups:

  • Run the AP Unapproved Invoices by Reviewer report to see which reviewers still have unapproved invoices.

8. Post Approved Invoices

• Create a new batch in AP.

• Choose the month you want the invoice expensed to.

• Click Update to pull in approved invoices.

• Once invoices appear in the form, Post the batch.

9. Pay the Invoice

• Pull approved invoices into the AP Payment Work File (as with standard invoices).

• Create a payment batch, print checks, and post the batch.

10. Done!

Your invoice has been reviewed, approved, posted, and paid through the correct workflow.