Invoice Approval

Owned by Nehal Gupta
Last updated: Oct 04, 2024 by Jeremiah Macht
4 min read

Supplier Invoices are entered by Accounts Payable or via the supplier portal by the supplier. They can also be uploaded electronically as an E-Invoice by the supplier.

Approvals

Fiscal Officer approval is needed for invoices over 250.00 for a payment to go out. For invoices under 250.00 the Fiscal Officer will get a notification that an invoice has been processed.

PI approval is needed on grant funds using the object code of 6603, 6604, 6626 or 7650 and when CG Responsibility Group is populated on the line of coding.

Matching Tolerances

AP can enter invoices if within 10% on the line, but not to exceed $250.00 (except Construction & Personal Service Agreements)

Receiving is needed if PO is over $5000 and/or if they contain the following 7 commodity codes:

371 (FOB Chemicals) 372 (Janitorial Chemicals) 405 (Pharmaceuticals) 900 (EH&S Radioactive) 930 (EH&S Clean Air Devices) 940 (EH&S Restricted Equipment) 950 (Regulated Waste)

Construction Tolerances: Receiving is NOT required for Construction Orgs, 1731, 1832, or 1863.

SPS Tolerances: Receiving is NOT required for object codes = 6603, 6604, 6626, 6638 or 7650 and when CG Responsibility Group is Populated.

Process Steps

Approving a Supplier Invoice

  1. After reviewing the attached supplier invoice for accuracy Assign the invoice to yourself. Once assigned you will get the options to Approve & Next, Approve, and Return to Shared Folder for another FO to assign to themselves.

If you don’t have the option to approve, then your invoice is un-matched. Go to the Matching tab to see the error message.

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Screenshot 2024-06-07 at 2.24.41 PM.png

  1. Approve & Show Next - Allows you to approve the current invoice then will move to the next invoice pending approval.

  1. Approve - Provides the ability to approve the selected invoice.

  1. Return to Shared Folder – Allows you to place your assigned document back into the shared folder for another person to assign to themselves.

  1. Get more actions - click on the 3 Dot Actions Menu at the top of the page.

  1. Return Invoice - This will return the invoice to the invoice owner or invoice creator. If you select a user, they will receive an email indicating that an invoice has been turned. A comment is needed to let the recipient know why the invoice is being returned.

  1. Place Invoice on Hold - This places the invoice on hold and prompts you to add a note. The hold will show on the approval tab and history tab. This will prevent anyone else from taking action on this invoice.

  1. Forward - Occasionally, an approver may decide that a different individual is a more appropriate approver for a invoice. Using this feature will relinquish your approval. You will get a prompt to add a note.

  1. Add Comment - Choose who you would like to send an email regarding the comment. By default, the current user (typically AP staff) and the requisitioner are listed. Users are listed with their relationship to the invoice (i.e. Receipt Creator, Requisition prepared by, etc.) If you would like to email other users, click the add email recipient... link and locate those users. Comments can be added after the invoice is created.

  1. Add Notes to History – Allow you to add notes to the history tab

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