Walkthrough
Join us in a detailed walkthrough and demonstration of the various actions that may be taken on the “Approve Vendor Incoices for Payment” screen. The features and concepts covered:
- Navigating to the “Approve Vendor Invoices For Payment Screen”
- Find an Invoice
- View Invoice Details
- Approve One Invoice
- Approve Many Invoices
- Block Invoices
- Approve All Invoices for Payment
Overview
This screen represents an “Approval Queue” circled in red in the diagram above. A representative of the organization reviews and approves invoices. Users may review invoices and approve them one by one, by multi-select, or by approving all invoices in the queue. The invoices then advance to an optional second approval queue or to the “Pay Queue” where an Accounts Representative or other representative may review before advancing the invoice to payment. Users may block an invoice at the “Approval Queue”.
How To Find This Screen
From Home
While screens may be accessible from many points in the back office system, one way to get to the “Approve Vendor Invoices for Payment” screen is as follows:
Login to the “Home Page”
Click “Vendors”
Click “Approve Vendor Invoices”
Find an Invoice
Page through invoices using “Page Up” or “Page Down”
Search for a “Vendor”
Enter a name.
Click name from autofill and the vendor number will appear.
Press the “Enter” key or click the “Submit” button.
View Invoice Details
Hover mouse over “Opt” box and click “View Invoice” or type in “V”.
Press “Enter” key or click “Submit”.
Refer to https://helppages.us/vendor-invoice-maintenance-inquiry for more information.
Approve One Invoice
Hover over “Opt”.
Click “Approve Invoice Payment” or enter “A”.
Click “Confirm Selections”.
After clicking “Confirm Selections”, the row will disapear without any additional diolague boxes.
Approve Many Invoices
Hover over “Opt”.
Click “Approve Invoice Payment” or enter “A” for more than one entry.
Click “Confirm Selections”.
Block Invoices
Hover mouse over “Opt”.
Click “Block Invoice Payment” or enter “B” for more entries.
Click “Confirm Selections”.
Message appears, click “OK”.
Click field for “Block Reason” and press “F4”.
Select an option by entering “X” under the “Opt” column and click “Submit”.
“Block Reason” now filled out.
Click “Confirm Selections”.
Invoice now appears in the “Approve Blocked Invoices Queue”.
Approve All Invoices For Payment
This operation approves ALL invoices for payment regardless of the filtered invoices on the screen at the time.
Click “Select All for Approval”.
A window appears to confirm if you would like to approve all invoices. Type “Yes”.
Click “Submit”.
If there are a lot of invoices to process, the screen will appear frozen, but it is working.