AP Unapproved Invoice Review Guide

The Invoice Review grid allows reviewers to see and filter all invoices assigned to them.

Note: Several features in this article can be enabled or disabled by your Administrator.
Invoice Statuses:
  • If no action has been taken on an invoice, the status will show as Unapproved.
  • If one of the reviewers has approved the invoice, the status will show as In Progress.
  • If any reviewer has rejected the invoice, the status will show as Rejected.
  • If all sequences have approved, the status will show Approved.
Select an invoice to open it. You can view or edit line items and attachments.
Field Description
(A) Next Move to the next invoice in your approval grid. If there are no more items in your grid, this button will be grayed out and deactivated.
(B) Edit Hold Select a hold code for your invoice. These come from Vista’s HQ Hold Codes.
(C) Review by Line Choose a review method:
  • Review By Invoice: Review and approve the entire invoice (default)
  • Review By Line: Approve or reject each line item separately
(D) History See the reviewer history, including the reviewer for each line item, date approved, date assigned, approval status, and notes.
(E) Comments Add notes to the header of the invoice.
(F) Approve / Reject Approve or reject the entire invoice.
(G) Approve / Reject and move to next Select the arrow next to either Approve or Reject to either approve or reject the whole invoice and move to the next invoice in your approval grid.
(H) Edit

Edit the line item.

Note: If a field is hidden in Vista on the AP Line item level, it will not appear here in the Vista Web portal.
(I) ! When this exclamation point appears next to your line item, it means that item is associated with a PO or Subcontract and it is out of balance. Select Review Totals from the Edit dropdown button to see details.
(J) Review Tools If item is associated with a PO or Subcontract, you can see the basic details of the totals of the PO or Subcontract.
(K) Add Note Add a note to the line item.
(L) Copy Line Creates a copy of the selected line.
(M) Add New Item Add a new line item to this invoice.
(N) Net Calculation See the calculation of the Gross, Tax, Misc and Retainage on the entire invoice.
(O) Invoice Attachment If your invoice has multiple attachments, you can select which one you want to view.
(P) Add Annotation Add text or a stamp to your invoice.
(Q) Add Attachment Add an attachment to your invoice.