Change Status

Change Status button in the AP Unapproved Invoice Entry form header.

Press this button when you have completed your invoice entry and want to release the invoice lines into the review workflow. The status will change from 0 - Not Ready to 1 - Ready and the applicable reviewers will be able to view their lines in the AP Unapproved Invoice Review form.

Until you press the button to indicate the invoice is ready for review, the assigned reviewers cannot view any invoice lines in the AP Unapproved Invoice Review form.

You can click this button to release this invoice into the review workflow if all of the following are true:

  • The invoice has at least one line

  • Each invoice line has at least one reviewer assigned
  • The line total amounts match the header Invoice Total amount (if the Require invoice total to equal sum of all lines check box is selected, AP Company Parameters, Invoice Options tab). Line total is defined as:

    Gross + Misc Amt + Tax Amt (where Tax Type <> 2) - Ret Amt (in CA/AU)

Note: If you want to remove the manual requirement to mark invoices as ready for review by having the system automatically mark all invoices as ready after you have inserted the minimum required data, select the Automatically mark unapproved invoices Ready check box in the AP Company Parameters form

After the invoice is marked as ready, if you make any changes to the invoice that would cause any of the above to become untrue, or if you add any new lines, the system will automatically update the invoice status back to 0 - Not Ready. Once you make the required changes/corrections, you can click the button to mark it as ready for review.

If any reviewers take action on the invoice lines that cause the invoice status to change back to 0 - Not Ready, the system prevents reviewers from seeing the invoice but preserves their review history shown on the Reviewers tab in the footer. If you want to require their review again based on the new changes, delete the history.