Create Invoice Approval Rules

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Audience: Accounting Manager

Summary: Reviews the invoice approval process including how to create an invoice approval rule and how to send an invoice to an Invoice Approver

This article covers the following topics:

Overview of Invoice Approval

The Invoice Approval option allows the Account Manager to request approval of an Invoice, before submitting a payment.

When an Accounting Manager requests Invoice approval, they are prompted to enter the email address of a specific approver that they want to send the invoice to. This is used primarily for the Accounting Manager to double check the validity of any invoice with the particular department/manager that is responsible for it. These approvals are sent via email to a specific person and can be approved either by logging in, or through a link in their email

For an in-depth understanding of the configuration options and tiers, review this article

Create an Invoice Approval Rule

Accounting Managers can create invoice approval rules by following these steps:

1. Navigate to Company Profile by clicking your initials on the top right of the navigation bar. 

2. Click on the Invoice Approval Rules tab

Invoice Approval rules are made according to ERP fields. Since rules can only be made using one field or attribute, if an invoice is coded in such a way that two or more attributes could apply, the system will choose the attribute rule according to the listed order. The order cannot be altered with the exception of Vendor which can be prioritized. 

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3. The available attributes vary by accounting system and you may have more or less depending on your ERP. The table below defines the attributes available for invoice approval routing for each accounting system.

 

Intacct

Microsoft Dynamics GP

NetSuite

QuickBooks Desktop

QuickBooks Online

Xero

1.

Location

Vendor

Location

Vendor

Vendor

Department

2.

Vendor

 Account

Department

Class

Class

Vendor

3.

Department

 

Class

 Account

Account 

Account

4.

Class

 

Vendor

 

 

 

5.

Employee

 

Account 

 

 

 

6.

Project

 

 

 

 

 

7.

Item

 

 

 

 

 

8.

Customer

 

 

 

 

 

9.

Account

 

 

 

 

 

4. Click the Add New Approval Rule button. 

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5. Select the attribute you want to make the rule for.

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6. Start typing in the name of your attribute and select it and then click on the magnifying glass.

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You will be asked to enter your Invoice Approvers next. If you have global tiers in place with dollar thresholds, those tiers will populate for you to put the appropriate approvers into. If you'd like to prioritize the Vendor attribute, now is the time to select "Prioritize Vendor Attribute Rule" which will make this specific rule take precedence if an attribute conflict arises. 

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7. Fill in the information for the invoice approver. If the invoice approver is already in the system, their name will populate and you can press Save.  If not, you can add their email address and select Add A New Approver.

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8. From there, you will be prompted to add the new Invoice Approver's first and last name. When doing this, be sure to click Add before clicking Save. 

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