Approve invoices

Purchase invoice → Approval is for users who belong to an approval flow. Here you approve or reject posted purchase invoices that your colleagues have processed.

A rejected invoice is returned with a comment and moved back to Received invoices for further processing.

Finding an invoice

The search bar accepts vendor name, invoice number and document number. The X clears it.

The same filters as elsewhere in the module are available — document date, received date, due date, awaiting approval by, department and employee. Choose values and click Select to apply them.

The two views

View	What it shows
Awaiting approval	Posted invoices waiting for you, because you are in the assigned flow.
Approved by you	Invoices you have already approved.

Awaiting approval is active when the page opens, so what needs action comes first. The active view has a darker background.

Approval flows with several approvers

Where a flow needs more than one approver, approving moves the invoice from Awaiting approval to Approved by you — it is out of your hands but not yet finished.

Once every approver in the flow has approved, the invoice is archived in Archive. Everything you have approved also stays visible under My archive.

At that point a payment is created in the bank module, unless the payment type was set to Paid during posting, which means the invoice was already settled.

How to approve

1. Select the invoice in the list.
2. Review the document, the amount, the account and the dimensions.
3. Choose Approve or Reject.

Rejecting asks you to confirm, and a comment may be required depending on the setup.

Several invoices at once

Tick several invoices and approve or reject them together with one shared comment — either optional or required, depending on the setup.

While invoices are ticked, finish or clear the selection before working on a single invoice again.

When you cannot approve

If the button is disabled, the reason is shown on it:

Message	What it means
Select an invoice first	Nothing is selected.
It is not your turn to approve this invoice	The invoice sits with someone else in the approval order.
This invoice is not waiting for a decision	It has already been dealt with.
You cannot approve this invoice in its current state	The status does not allow it.
You do not have permission to approve this invoice	Your user lacks the right.
Only accounting can process this invoice	The invoice has not been sent for approval yet.
Save or cancel edits before approving	You have an invoice or a line open for editing.

Which flow an invoice follows

The flow is chosen when the invoice is posted, in a fixed order: a cross-company rule if one matches, otherwise a flow set up for the vendor, otherwise the company's default flow. Flows are selected by the invoice's amount, so the same vendor can route a small invoice to one approver and a large one to another.

Flows are set up under Purchase invoice → Approval rules and in the settings module.

The buttons

Button	What it does
	Download — saves the invoice to your device.
	Table navigation — moves between pages.
	Rows per page.
	Approve — approves the invoice.
	Reject — returns it with a comment.
	Expand — opens the full detail.

See also

• Received invoices
• Approval rules