Manager approvals function

1. When a Supplier Invoice is entered - the user must then click the Submit button - this can be done from the following screens:

• Incoming Supplier Invoice - Accounting > Payables > Incoming Supplier Invoices
• Supplier Invoice where you can check/select multiple invoices - Accounting > Payables > Supplier Invoices
• Detail Supplier Invoice - Accounting>Payables> Supplier Invoices and open up a specific supplier invoice

2. When an invoice is Submitted AccountAbility compares the detail line information on the invoice to the Manager Approval configurations – and creates Manager Approval Required records accordingly for that invoice (it may generate multiple Manager Approval Required records for the same invoice as outlined above).

At that point, the final Approval of that Supplier Invoice is now dependent on the Manager Approvals being carried out.

After submitting a Supplier Invoice for Manager Approval – you can check which Manager(s) are required to approve the invoice, and what the status of those Manager Approval(s) is by opening the Supplier Invoice detail page and clicking the Manager Approvals link at the top of the page:

3. How does a manager approve (or reject) Supplier Invoices?

• If the Manager approval settings ‘SEND MESSAGE/SEND EMAIL are checked (refer above) the Manager will receive an email and or message with a link where they can review and approve or reject the invoice.
• Or, at any time a Manager can access a list of all invoices that require their approval by selecting the menu option ‘MANAGE / SUPPLIER INVOICES’.
• By default, this page lists all of the invoices that require the Manager’s approval:
• To approve invoice(s) – just tick/check the invoices and click ‘Approve’
• To reject an invoice – tick/check the invoice, click ‘Reject’ and enter some comments as to why the invoice is being rejected – this message and notification of the rejection will go back to the person who submitted the invoice for approval. Now the invoice will need to be re-submitted to get that manager’s approval.
• It is important to note that only the Manager(s) assigned to Approve specific invoices may approve them. So let’s say for example there are 5 invoices that have been assigned to the Manager ‘John Smith’ – but for some reason John is not available to approve these invoices (maybe John is on leave) – how do we handle that?
• Go to MANAGE / SUPPLIER INVOICES, set the ‘Approver’ filter to John Smith – and ‘Manager Approval Status’ to ‘Submitted’ – now you can see the invoices waiting for John’s approval.
• Tick/Check the relevant invoice(s) then click the ‘REASSIGN’ button – now you can select a different Manager, and those invoices will be re-assigned from John Smith to the selected Manager. (Note to carry out the ‘Reassign’ function outlined above the user must have unrestricted approval rights for Supplier Invoices.