Approve and deny vendor credits and bills

You can approve bills and credits by accessing it from the Approvals page in the navigation menu or the Bill Approvals card on the Overview page.

Filters
Review and approve
Approve without review
Approval Groups
Deny bills and credits
Unapprove bills and credits

Filters

There are 4 preset filters on the Approvals page at the top of the list, which you can use to quickly filter:

Needs your approval
Upcoming
Approved by you
Denied by you

You can also manually filter the Approvals page using the Filters option, which filters by:

Vendor Name
Approval Type
- Ready to approve - Bills ready for you to approve
- Approved - Bills you previously approved
- Denied - Bills you have denied approval on
- Upcoming - Bills coming to you for approval after they've been approved by another approver
Due Date

Review and approve

Approve bills

Select Approvals in the navigation menu
Select the Invoice # to approve
Review bill details
Select approve

Tip: Have more than one bill to approve? Select a bill, approve/deny it, then select Next Bill to move to the next bill or select Previous Bill to go back to a previous one.

Approve credits

Select Approvals in the navigation menu
Select the Vendor Credits tab
Select the Review icon
Select Approve

Approve without review

Approve bills

Select Approvals in the navigation menu
- If there's a note on the bill, there will be a note icon
  - Hover over the note icon or select the bill to see the note
- If there's a document associated, there will be a document icon; select this icon to display a preview of associated bill documents
Select the checkboxes of the bills to approve
Select Approve

Approve credits

Select Approvals in the navigation menu
Select the Vendor Credits tab
Select the checkbox under the Select column and then select Approve

Approval Groups

Approval groups are a designated group of approvers you setup and assign to bills or policies, then any one of those approvers in the group can approve the bill. You can use approval groups, single-user approvers, or a combination of both. Once one approver from the group has approved, the bill is routed to the next approver/approval group, or is marked as approved if no more approvers are listed.

Creating an approval group:

Select Settings
Select Approval Groups
Select New
Enter the approval group Name
Enter an optional Description
Select Save
Check the Select box for all approvers you'd like in the approval group
Select Save

Approval Groups: Things to Know

You can add up to 10 users in an approval group
- Users can be in multiple groups
- A group cannot contain another group
You can select approver groups when
- Selecting approvers on a bill
- Creating an approval policy
- Selecting default approvers in settings
An approval group's name will be listed on the Overview and Approvals pages, in place of the approver user's name. You can hover over the group name to see a list of the first 3 members, and select to see them all
Approval groups assigned to a bill will show 3-4 approver names by default, depending on character length. Select the "X more" link to see the full list of users in the group
When a member of an approval group approves a bill, the bill will show the name of the member who approved, under the approval group name
Approval notification emails will go out to all approvers in the group at the same time (based on their bills to approve email preference) and added to their to-do lists
As soon as any 1 user in a group approves a bill, the to-do list item for that bill is removed from all users in that group
The bill's audit trail will show the user who approved the bill but not that they were part of a group
Adding or removing a user from the group will apply retroactively to bills assigned to that group
Any new user added to a group will have a to do list item but will not get email notifications for bills the group was already assigned to. They will receive notification on future assigned bills
If a group is inactivated, there will be a Fix Record to do item for administrator users to fix the bills the deleted group was assigned to
If all users in an approval group are inactivated, the approval group will be inactivated
- If the inactivated approval group is assigned to a bill(s), the bill(s) will be routed to the next approvers in line, and a Fix Record to do item will be added to administrator user's to do lists to remove the group
- An email will go out to all users with manage company permissions, informing them that an approval group has been deactivated since all users in the group are inactive

Deny bills and credits

Deny bills

Select Approvals in the navigation menu
Select the Invoice # to approve
Review bill details
Select More actions
Select Deny
Select the appropriate option:
- Duplicate bill
- Data Entry Error
- Incorrect approver
- Other
Add a comment to notify the bill creator why the bill wasn't approved.
- Tip: tag a user in the note using @ and they'll receive notification they've been tagged
Select Deny bill

Deny Credits

Select Approvals in the navigation menu
Select the Vendor Credits tab
Select the Review icon
Add a note/message to tell the credit creator why you are denying
Select Deny

We'll notify the bill or credit creator that the bill needs review, and they'll see the details you provide in the "Add more info" box.

Unapprove bills and credits

If you want to unapprove a bill or credit, it requires removing all approvers. You can then re-add them if needed.

Note: If the bill and vendor credit approval setting is set to Changes are not allowed, an Administrator user will need to edit the setting to:

Allowed until every approver has approved - if the bill or vendor credit isn't fully approved yet
Allowed anytime - if the bill or vendor credit has already been fully approved

The setting can be changed back once the approvers have been removed.

Unapprove bills

Select Bills in the navigation menu
Select the bill or credit you want to unapprove
Select More Actions
Select Audit Trail
Hover over Bill Details and select Approvers
Select [del all]

You can then edit the bill as needed and re-add approvers for re-approval.

Unapprove credits

Select Bills in the navigation menu
Select the Vendor Credits tab
Select the credit ref# you want to unapprove
Hover over Details and select Approvers
Select [del all]