Concepts

Tasks

Settings

Sending Invoices and Credit Memos for Approval

When you create invoices in APM, your site’s approval settings determine if that document requires approval. If approval is required, you must send the document to an approval route for approval.

You can send an invoice for approval when the invoice entry is complete and the invoice is in balance. The appropriate approval route is selected and the request is sent to the first approver on the list. The approval route is selected based on the type of invoice and the GL accounts being charged.

While the invoice is waiting to be approved, its information cannot be changed. If you need to change the invoice while it is waiting for approval, you must redraft it.

When an approver with the required approval limit has approved the invoice, its status is set to “Approved”. The invoice is automatically posted when it is approved, provided none of its lines are also waiting to be approved.

To Send an Invoice or Credit Memo 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 the invoice or credit memo that you wish to have approved.

3.	From the Invoice menu, select Send for approval. The Send for Approval dialog is displayed.

4.	Select the route from the Approval Route list. Only valid approval routes for invoices and credit memos 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”.