Invoice Approval - Field Descriptions: Header

Use this table for reference when completing the fields in the header.

Fields/Buttons

Descriptions

Update Now button

Click this button to process items that are marked Approve/confirm or Reject and send them to the next reviewer. Items that are being confirmed open the Invoice Routing Update window where you can set details before continuing with the update.
Note: This button only displays when the reviewer has invoices currently marked as Approved, Confirmed, or Rejected.

Switch button

Click this button to clear the current entry and enter a new operator co. If any invoices currently in the grid are selected for approval or rejection, a dialog will display asking how you wish to proceed.

Reviewer

The reviewer's code defaults and all invoices currently routing to this invoice display. Use the Accounts Payable Installation screen or the Operator Maintenance screen to make changes to a reviewer's security level.

Approve button

Click this button to apply Approve status checkmarks to the selected rows in the grid.

To approve all the rows simultaneously, select the checkbox in the upper left of the tree grid and then click the Approve button.

  • This will approve all items except for those that are set to Rejected or those that have a blank phase/cost type.

  • The status will change to Confirmed on those invoices where the operator is the confirmer, and to Approved on those invoices where the operator is NOT the confirmer.

Note: You must have the appropriate security access in order to use this feature.

Reject button

Use this button to open the New Invoice Routing Note dialog, enter a note, and set all selected invoices to Rejected in order to deny payment. For clarity, 'x rejected invoices' displays in parenthesis on title of window.

  • If you clear a checkbox and you are NOT the confirmer, the status will be set to Unapproved.

  • If you clear a checkbox and you are the confirmer, the status will be set to Ready for confirmation.

Reject to Originator

Click this button to reject the selected invoice back to the originator with a status of 'Unapproved'.

Clear button

Click this button to set all selected records back to their original status (either unapproved or ready to confirm).

Add Note button

Click this button to add a routing note to the selected invoice or invoices; after a note has been entered a notebook icon displays in the Notes column.

Refresh button

Click this button to refresh the screen to show any current changes.