AttachmentsOnce a Receive/Match Invoice has been Submitted, it may be routed to a Receive/Match Invoice Approval session when the 'Enable Advanced Approval' System Setting is enabled. The system automatically displays items awaiting approval and open approval sessions on the Dashboard. A Receive/Match Invoice Approval Session can also be started by selecting the link in an eMail notification sent by the system to the selected approver.
To begin a new Receive/Match Invoice Approval Session, select the "Approve Pending Receipt / Match Invoices" link on the Dashboard, under the To Do heading. You will then be directed to the Receive/Match Invoice Approval Session page.
If a session has been loaded previously, but not processed, that open session will be listed as Outstanding Transaction. When an Open Session is resumed no additional "Pending Receipt / Match Invoices" will be added to that Open Session.
Receive/Match Invoices can be approved, disapproved, or placed on hold by three methods; all documents loaded to the Approval Session by selecting the desired status from the Document Toolbar, by Receive/Match Invoice by selecting the desired status from the line command buttons.
The system assigned Approval Session tracking number.
The receiving session number.
Depending on what modules are licensed (Receiving and/or Invoice Matching) and what a user has access to the following option can be available: Receive (Receive Only), Receive/Invoice (Receiving and Invoice Match at the same time), and Invoice (Invoice Match only against previously received items).
The Vendor ID that received this order.
This is the vendor invoice number and is required when the transaction type is Shipment/Invoice or Invoice.
Represents the Receipt date.
User that created the order.
Order total.
Department of the creator.
This option becomes available when the 'Enable Ad Hoc Approval' System Setting has been activated to select a user to add to the current approval workflow. Only users that have been assigned permissions to the approval process in Security will be available for selection as an ad hoc approver. When a user is selected, they will be added to the approval workflow based on the approval action taken.
Upon processing the Approval Session, all lines marked for approval will be processed as approved and add the selected additional Approver as the next required approval step.
Lines marked for dis-approval will add the selected additional Approver as a required approval step before the original Approver providing them the option to make their approval decision after this additional step.
Items left marked as 'Awaiting' when the session is processed will not assign an additional approval step and return the items to the existing approval queue.
This read-only field is updated when a command button is selected which changes the disposition of the line item Status.
AttachmentsThe inline attachment viewer will be displayed on the right hand side of the page when enabled through System Settings. The Attachments pane will display header and line level files for the selected line. If multiple files are available to view, they can be selected using the drop down field which will display the description and file name for the attachment. Only supported file formats (i.e. PDF, BMP, GIF, EXIF, JPG, PNG and TIFF) are able to be displayed in the Attachments viewer.
The following Actions can be executed by Receipt/Match Invoice:
note to Creator
Enter or Select a valid Note from the Zoom Window. This code will be returned to the Creator in the Details of the Receipt line and also in the email message when a line is disapproved or approved during an approval session.
Approve
Disapprove
Awaiting