AP Unapproved Invoice Review Guide
When first accessing Invoice Review you see the Invoice Grid, which lets you see and filter all invoices assigned to you.
- If no action has been taken on an invoice, the
status will appear as Unapproved. If one of the reviewers
has approved the invoice, the status will appear 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. Now you can see and/or edit line items and attachments of
Table 1. 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 will not be able to be selected. (B) Edit Hold Add or remove a hold code to your invoice. These come from Vista’s HQ Hold Codes. (C) Review by Line Change the view from Approval for the entire Invoice (default) to Approve or reject each line item separately. (D) History See the status history of each line item and by what reviewer (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 you will 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 in this portal.
(I) ! When this appears next to your line item it means that your line 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, this filter allows you to switch between. (P) Add Annotation Add text or a stamp to your invoice (Q) Add Attachment Add an attachment to your invoice.