Invoices in the system must undergo the Invoice Approval process before they are included in financial reports. This guide walks you through the process of accessing, reviewing, and approving invoices using the Invoice Approval page.

TABLE OF CONTENTS

• Overview of the Invoice Approval Page
  • Tabs on the Invoice Approval Page:
  • Viewing Based on User Role
• Page Layout and Functionality
  • Column Details
  • Sorting & Filtering
  • View Settings
  • Invoice Details
  • Multi-Hotel Access
• Approving Invoices
• Reviewing Before Approval
• Additional Approval Rules
• Exporting Invoice Data
• Summary

Overview of the Invoice Approval Page

After invoices are entered into the AP Inbox, they move to the Invoice Approval stage. Invoices remain pending until approved by the appropriate user(s).

Tabs on the Invoice Approval Page:

- Waiting on Me: Invoices assigned to you as the Primary Approver.

- All Invoices: Displays all invoices currently pending approval, regardless of the approver.

- Pending Vendor Approval: Invoices that require vendor confirmation before approval.

Notes: 

Primary and Secondary Approvers are set up in the Settings > AP Settings section.

Vendor Approval is a Special Permission granted to Users on an individual basis. 

Viewing Based on User Role

- Administrator: Admins may have access to the Invoice Approval page, but are not typically set as the primary approver. They’ll see invoices under the All Invoices tab.
- Primary Approvers: Users with primary approval rights will see their assigned invoices under Waiting on Me.

- Secondary Approvers: Secondary Approvers have the ability to approve the invoices in a rule, but will not be notified to do so. Use this for any role that can approve, but it is not their main responsibility. 

Page Layout and Functionality

Column Details

Vendor Name, Invoice Number, Accounting Period, Invoice Date, Total Amount, Payment Method.

You can customize columns by selecting or removing options using the column selector. Common additions include Due Date and Status. Once you have set your columns to the items you prefer, click Save as Default Columns, so that next time you visit the Invoice Approval Page, you'll see the same view. 

Sorting & Filtering

- Search: Use the filter box to find invoices by vendor, amount, or keywords.

- Sort: Click the column headers or sorting options to reorder the invoice list (The default is alphabetical by vendor).

View Settings

-Wide View: Rows take up more space for easier reading.

-Narrow View: Compact row height to view more entries at once.

Remember to Save your preferred view as the default!

Invoice Details

Click Expand All to view line item details, including chart of account descriptions and split amounts.

Multi-Hotel Access

Use the hotel dropdown in the top-left corner to switch between hotels or view multiple at once.

Approving Invoices

There are two main ways to approve invoices:

- Bulk Approval: Use the checkboxes on the left to select the invoices you want to approve. Click Approve at the bottom.

- Single Invoice Approval: Click the Approve button to the right of the invoice row.

Reviewing Before Approval

To ensure accuracy:

1. Click anywhere on the invoice row to open the Invoice Slide-Out Panel.
2. Review invoice details including coding, amounts, method of payment and attachments.
3. Use the 'Proceed to Next Invoice' checkbox to approve and automatically move to the next invoice.

Additional Approval Rules

Some invoices may require additional approval based on AP Settings such as:

- Chart of Account (e.g., CAPEX)
- Vendor
- Invoice Amount

You may complete your part of the approval, but another user will need to approve based on the specific rule. On the slide-out panel, you’ll see which additional approvals are required.

Exporting Invoice Data

You can export invoice data by clicking the triple-dot menu (⋮) on the top right of the page and selecting Export.

Summary

- Invoices must be approved before appearing on financial reports.
- Approvers can view, sort, and filter invoices by role and preferences.
- Invoices with special rules (e.g., CAPEX accounts) require additional approvals.
- Use the slide-out panel for a detailed review and sequential processing.

 For setup or access changes, visit Settings > AP Approvals or contact your administrator.