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Sending Invoice Lines for Approval

Invoice line approval is used to approve the individual lines on an invoice. Line approval is used when the invoicing clerk cannot accept an individual line because the price difference exceeds the defined tolerances. This situation requires an additional level of approval.

If an invoice line is entered and its price difference exceeds the tolerances, the following behavior occurs:

•	If line approval is being used:

•	The invoicing clerk is warned that the price exceeds the price tolerances.

•	The invoice line status is set to unapproved. The invoice’s post method is disabled; the invoice cannot be posted until the line is approved.

•	The invoice line is sent for approval.

•	The line is approved.

•	If there are no other lines that require approval, the invoice can now be posted.

•	If line approval is not being used:

•	The invoicing clerk is warned that the price exceeds the price tolerances.

•	The invoice’s post method is disabled; the invoice cannot be posted until the line is made acceptable.

Approval route selection is based on the purchase order line’s buyer.

Approver limits are based on the value of the difference between the purchase order line and invoice line. For example, if the purchase order line value is $1,000 and the invoice line value is $1,500, the line must be approved by an approver with an approval limit of $500 (the difference between the purchase order line and the invoice line).

While the invoice line is waiting to be approved, its information cannot be changed. If you need to edit a line you can redraft it. Redrafting a line recalls it from the approval process. Once the line has been redrafted its information may be modified.

When an approver with the required approval limit has approved the line, its status is set to “Approved”. Once all of its lines are approved, the invoice is automatically posted, provided the invoice is in balance and is not waiting to be approved.

To Send an Invoice or Credit Memo Line for Approval

1.	From the Site window, select the Invoicing view, Invoices tab, then the Invoices tab. By default, this tab lists all invoices by supplier.

2.	Double-click to open the invoice or credit memo with lines that need to be approved.

3.	On the Worksheet view, right-click the line that requires approval and select Send for approval. The Send for Approval dialog appears.

4.	Select the route from the Approval Route list. Only valid approval routes for invoice lines and for the purchase order’s buyer are listed.

5.	Enter a comment, if you wish. Requester comments are displayed in the site’s Approvers view, Requests tab, as well as in the Approval Request window in the Request Info tab.

6.

Select whether or not the approval request’s originator should be notified by email when the approval route is completed. Depending on the site’s settings, the originator might be either the “Created by” employee or the employee who is sending the approval request. The name of the person considered to be the originator is shown in the Notification area.

To have APM automatically send an email to the originator once all approvers have reviewed the request, select Yes, send an email when the approval process is complete.

7.	Click Send for Approval. The approval request is sent to the first approver on the approval route selected and the document’s status is changed to “Waiting for approval”.