[AP] Checklist for Creating Invoices that Require Approvals

This article is part of the AP Reference Guide (Invoicing - Unapproved invoices  - Reviewer Groups and Reviewers)

Set Up Reviewers

1. Set up all Reviewers needed to Review and Approve the Invoices in HQ Reviewer (Make sure you enter the correct User Name for the reviewer)

   

   Set Up Reviewer Groups (Optional)

    

2. Set up Reviewer Groups for groups of reviewers to approve invoices. This includes: setting up options of Responsible Person to oversee and manage the approval process, setting up viewing order plus approve for those at lower levels, approval with missing information or not and email rejection notifications.

   

   Assign Default Reviewers (Optional)

3. Reviewer can be assigned by default to the Vendor. In AP Vendor Master on the Add'l Info tab. (These reviewers are single reviewers and are not able to use the reviewer group's options. These reviewers will appear in the header of the invoice.)

   

4. Reviewers can also be assigned by default to a certain Job. In JC Job Master on the Info tab. You can enter Reviewer Groups in the Reviewer Group Invoices field. In addition reviewers can be assigned on the Reviewer Tab. These reviewers added here are single reviewers and are not able to use the reviewer group's options. (All Job reviewers will appear in the line level of the invoice after the job is applied.)

   

   Create Invoice

   1. In AP Unapproved Invoice Entry; create the invoice. (The UI Month and Seq. cannot be changed and invoices will be sent to the first reviewer shortly after the first save and close.) A Line must be added in order for the invoice to be seen in the AP Unapproved Invoice Status form.

      

      

      

      Approve Invoice

5. In AP Unapproved Invoice Review, each assigned reviewer will enter his/her Reviewer code set up on step one in the Reviewer Field. Press tab and then click the button with the word Refresh.

   

6. Approve or Reject the invoices that show in the grid.

   Check Invoice (Optional)

7. In AP Unapproved Invoice Status if you are using Reviewer Groups, the Responsible Person can enter their ID to pull up the status of invoices that are assigned to that Reviewer Group. Useful when needing to find out who has rejected or who has not approved as of yet.

   

   

   If you are not using reviewer groups then you can run the AP Unapproved Invoices by Reviewer to see what invoice have not been approved by a reviewer.

   

   Post Invoices

8. Create a batch. Pick the month to want to expense the invoice. Update. After the invoices show in the form, post them.

   

   Pay Invoice

9. Pull the invoices into the AP Payment work file just like you would a normal created invoice. After pulled in create a payment batch to print check and post.