Invoices Awaiting Approval

Introduction

Step by Step Guide

When in an Outlet > Finance > Purchasing, you will see the pop up box below if there are invoices awaiting approval.

You can either click on Authorise or Continue, if you click on Authorise you will land on a page that has the invoices sitting in the three areas below:

Invoices for Orders Not Booked Off

New Invoices Awaiting Approval

Invoice Outside EDi Threshold Awaiting Approval

Or, click on Continue to be taken to the normal Invoices page.  From here you will have the option to click on the Invoices Awaiting Approval button, which will take you to the page where the invoices will sit in the areas above.

The reasons why an invoice hasn't automatically been processed into Purchasing > Invoices are as below:

Invoices for Orders Not Booked Off

This shows invoices received from suppliers but the order hasn’t been booked off.  You can click into the invoice and click on Book Off.  You will be taken to the Orders Outstanding page where you can select the order and Book it Off.  If you book it off for the same value of the order the invoice will move to the Invoices page.  However, if you book it off for a different value to the invoice awaiting approval it will move to the Invoices Outside EDI Threshold Awaiting Approval area for further approval.

New Invoices Awaiting Approval

Invoices have been received but there isn’t an order to match the invoice against, for example an order may have been placed over the phone rather than created in Orders.  You can click into the invoice and either Approve it or Dispute it and request a credit note from the supplier.

Invoices Outside EDI Threshold Awaiting Approval

Your company has a tolerance value set in the system, any invoices received outside of this tolerance will need to be approved or disputed.  You can click into the invoice, the differences will be highlighted in red.  You can either Approve it or Dispute it and request a credit note from the supplier.