Approve invoices

The Approve invoices page is designed for the users belonging to an approval flow. Here, they can approve or reject posted purchase invoices that have been processed by the company's users. If an invoice is rejected, it's returned with a comment and moved back to the Received invoices section for further processing.

Search box

An easy-to-use search bar is available to quickly find specific invoices or information. You can search using the following parameters:

• Vendor Name
• Invoice number
• Document number

The search box includes a small X, which allows you to quickly clear typed search text and start a new search.

Table filtering

The table on the page can be filtered based on two different views:

1. Awaiting approval: Shows all posted invoices that are pending your approval because you're part of the assigned approval flow.
2. Approved by you: Shows the invoices that you've already approved.

When you open the page, the "Awaiting approval" filter is automatically activated, making it easy to focus on tasks that require action. The active filter is marked with a darker background to indicate which view is selected.

Approval flows with multiple approvers

If you're part of an approval flow where multiple approvers need to approve the same invoice, once you've approved it, the invoice will automatically be moved from the "Awaiting approval" tab to "Approved by you". When all approvers in the flow have given their approval, the invoice is archived in "Archive". You can also see all invoices that have been approved by you under "My archive".

At this point, a payment will be created at the bank, unless the payment type is specified as "Paid" during posting, indicating that the invoice has already been posted.

Enhanced Search and Filtering

The enhanced search and filtering functionality is available across the Purchase Invoice module and can be used under Received Invoices, Approval, Archive, and Status. This allows users to quickly locate specific invoices by applying one or more filter criteria.

The following filter options are available:

• Document Date – Filter invoices by the date stated on the invoice document.
• Received Date – Filter invoices by the date they were received in the system.
• Due Date – Filter invoices by their payment due date.
• Awaiting Approval By – Filter invoices based on the user who is currently assigned to approve them.
• Department – Filter invoices by the department they are associated with.
• Employee – Filter invoices by the employee linked to the invoice.

In addition, a free-text Search field is available at the top of the page, allowing users to search across invoices using keywords such as vendor name, invoice number, or other relevant information.

How to use:

1. Navigate to the desired page: Purchase Invoice → Received Invoices / Approval / Archive / Status.
2. Enter a keyword in the Search field, or select one or more filter values from the drop-down menus.
3. Click the Select button to apply the filters.
4. The invoice list below will update to display only the invoices that match the chosen criteria.

To clear the filters and view the full invoice list again, click the ✕ icon in the Search field or reset the filter values.

In addition to filtering, the invoice list can be sorted by clicking on any of the three column headers:

• Vendor – Sort invoices alphabetically by vendor name.
• Invoice No – Sort invoices by their invoice number.
• Received date – Sort invoices by the date they were received in the system.

Each column can be sorted in both ascending and descending order. Click the column header once to sort in one direction, and click it again to reverse the sort order. A small arrow next to the header indicates the current sort direction.

Table overview of received invoices 

The Approve invoices section shows a table summary of all invoices that are pending approval. By default, the table presents 20 invoices per page, but users can choose to change the view to 50 invoices at a time. Navigation buttons make it easy to switch between pages, while the most recent invoice received is automatically placed at the top for quick access.

Invoices can be selected directly by clicking on a line in the table. When an invoice is selected, the line is highlighted with a background color to indicate that it is active.

Approve invoices in batches

There is also a Select-button for each invoice in the list, as well as one on the top of the list which allows you to select all invoices. This gives the possibility to approve batches containing several invoices at the same time, to make the process easier and quicker for the approver.

Differences between "Received invoices" and "Approve invoices"

Approvers can easily reject or approve an invoice using dedicated buttons. The general structure of the page is the same as for Received invoices, but there are the following differences:

1. The "Edit" and "OCR" buttons aren't available in the Approve invoices section.
2. Below the invoice details, you'll see information about:
   • Who processed the invoice.
   • The time of the process.
   • A list of other approvers who still need to approve the invoice in addition to you.

Comments (Tab)

The comment feature allows users to access and review the activity associated with processing an invoice. In addition, users can add comments and attach documents if necessary in connection with the posting of the invoice. The comment field will show activity when an invoice is posted or sent for approval under sections such as approved invoices, invoice archive and invoice status.

The user can also attach supporting document files in the comments, such as a belonging invoice, payment document, etc for further explanation in the comments. 

How to add a comment (and attach a supporting document)

1. Click on Purchase Invoices, and then click on Approve invoices.
2. Select an invoice from the table on the left.
3. Click on the Comment tab.
4. Press the Add button (a pop-up window will appear).
5. (Press the blue "Attach Supporting Document"-button to add a file
6. Select the desired document from your computer files.)
7. Enter your comment and click the Confirm button.
8. To undo, press Cancel in the pop-up window.

General structure

For a more detailed understanding of the site's structure and features, please refer to the section Received invoices.

Approve posting

When you've reviewed the invoice details, accounting line details, and any comments, and are ready to approve the posting, use the Approve Invoice button (green) in the top-right corner.

How to post an invoice

1. Click Purchase Invoices, and then click Approve Invoices.
2. Select an invoice from the table on the left (select multiple by clicking the check-box for each desired invoice, or in the header to select all).
3. Review the invoice details, accounting line details, and any comments.
4. Click the Approve Invoice button (Green button).

Reject Posting

When you receive a posting for approval, it's crucial to go over the necessary details thoroughly. If there is a need to reject an invoice, the reason for the rejection must be stated. To avoid accidental rejections, a security measure has been implemented that requires you to enter a comment and confirm the action. Comments are mandatory for any rejection so that the reason can be documented and communicated clearly to other relevant parties.

How to reject a posted invoice

1. Click Purchase Invoices, and then click Approve Invoices.
2. Select an invoice from the table on the left (select multiple by clicking the check-box for each desired invoice, or in the header to select all).
3. Click the Reject Posting button.
   • A pop-up window will appear.
4. Enter a comment with the reason for the rejection.
5. Click the Confirm button to complete the rejection.
6. If you wish to undo the rejection, click Cancel in the pop-up window.

This process ensures that all rejections are clearly documented and can be followed up according to the company's guidelines.

Button Overview

"Download" button: Used to download the invoice for further review.

Table navigation buttons: Used to navigate between pages in the table.

Buttons for the number of item views in the table: Allows adjustment to how many items are displayed per page (for example, 20 or 50).

"Confirm" and "Cancel" buttons in the pop-up window: Used to confirm or cancel an action, such as approval, rejection, or changes, respectively.

The "Reject Posting" button: Allows to reject an invoice with a mandatory comment if approval cannot be made.

The "Approve Posting" button: Used to approve the posting of an invoice after thorough review.