[AP] Unapproved Invoice Status

Created by Crystal Ann Harvey, Modified on Tue, 14 Oct at 2:18 PM by Crystal Ann Harvey

Use the AP Unapproved Invoice Status form to view the status of invoices assigned to reviewers, as well as review invoice rejections and approvals assigned to an individual reviewer or a group of reviewers.

You can also use this form to email reviewers, view invoice attachments, and access the AP Unapproved Invoice Posting form.

Use one or more of the following four filter fields to locate rejected, unapproved, and/or approved invoices. Press F4 in each field as needed to select among valid options.

Responsible Person - Use to filter for invoices assigned to reviewer group(s) for which that person is listed as responsible person. Use of the Responsible Person criteria will only return those invoices with reviewers that were initialized to the invoice/lines via the Reviewer Group to which the Responsible Person is assigned.
Note: If you assign a reviewer group to an invoice/invoice line, and then manually remove and re-add a reviewer on the Reviewers tab for that invoice/invoice line, filtering by the Responsible Person associated with the reviewer group results in the invoice not being included in the filtered results. To ensure that an invoice is not excluded, you must remove the reviewer group from the invoice/invoice line, save the record, and then reassign the reviewer group. This ensures that all reviewers are properly initialized to the invoice/invoice line, and that when filtering by Responsible Person, the invoice is included in the filtered results.
Reviewer - Use to filter invoices by reviewer assigned.
Reviewer Group - Use to filter invoices by reviewer group assigned.
Vendor - Use to filter invoices by the vendor assigned.

You must also use one or more of the following checkboxes to restrict or expand your search:

Show Rejected - Use to include rejected invoice lines in the grid. These rows appear with a red background.
Show Unapproved - Use to include invoice lines without any approval or rejection action taken.
Show Approved - Use to display all approved invoice lines in the grid. These rows appear with a blue background.
Show Ready - Use to display all invoice lines that are marked as ready for review, meaning they are visible to their assigned reviewer(s).
Show Not Ready - Use to display all invoice lines that are not marked as ready for review, meaning they are not currently visible to their assigned reviewer(s).

The system uses a set of rules to determine which reviewer group's responsible person should see which invoices in the AP Unapproved Invoice Status form. If a reviewer group is assigned at the line level:

the system displays the line status to that group's responsible person
the responsible person of the header-level group will not see the invoice status on this form.

To review the approval status for invoices:

Enter the desired criteria in the Responsible Person, Reviewer, Reviewer Group, and/or Vendor fields (or by selecting from lists by pressing F4) to filter your search.

Note: Only Reviewers and Reviewer Groups with an "Active" status in HQ Reviewers and/or HQ Reviewer Group can be added to either the Reviewer or Reviewer Group fields.

Select at least one additional filtering option from each of the Review Status and Invoice Status groups boxes:
- Show Rejected - to include rejected invoice lines in the grid. These rows appear with a red background.
- Show Unapproved - to include invoice lines without any approval or rejection action taken.
- Show Approved - to display all approved invoice lines in the grid. These rows appear with a blue background.
- Show Ready - to display all invoice lines that AP clerks have marked as ready for review to make them visible to their assigned reviewer(s).
- Show Not Ready - to display all invoice lines that AP clerks have not marked as ready for review; these are not visible to their assigned reviewer(s).
Click Fill Grid to display all invoices that meet your filtering criteria.
If you want to view additional details associated with an invoice, and have security access to the AP Unapproved Invoice Entry form, highlight the invoice in the grid and click Invoice Setup. From here, you can view the invoice/lines or make any necessary changes.

Note:

When you select an invoice line in the grid, the system displays the invoice total in the Invoice Total display field. The Line display field shows information based on the line type:

Job - job/phase/job cost type
Equipment - equipment description/EM cost type, and EM cost code
Inventory - inventory location/material
Expense – material
PO - purchase order/item number
SL - subcontract order/item number/job/phase/cost type

If you want to email the reviewer about an invoice, select the appropriate line and click Email. Your email client will display with a message addressed to the email address associated with the reviewer in the VA User Profile form. The Subject line will default information about the invoice and the specific line.
If necessary, use the Reviewer Memo field to add notes to the reviewer record.
If an unapproved invoice is ready for posting, select File > Unapproved Invoice Post. The AP Unapproved Invoices Posting form is used to post unapproved invoices.

Note: When you access AP Unapproved Invoice Posting this way, the system automatically selects the Restrict by Responsible Person checkbox and enters the responsible person’s ID in the Responsible Person field.