This article is part of the AP Center release.



Invoices that are pending approval will be displayed in the Awaiting Approval tab. The look and functionality of this tab are very similar to the My Workflows page and allow Users to quickly see all Invoices that may need their attention. 


The Workflows feature in R365 allows your organization to establish a chain of approvals for specific transaction types (AP Invoices or Journal Entries) and amounts. Workflows can be established for each Location or Location Reporting Category, as well as for specific Vendors. Each Workflow can have up to 10 approval levels, as necessary, and can include individual approvers and/or Workflow Group approvers.


Note: It is not necessary to have Workflows enabled to utilize the functionality of this tab; however, without Workflows, the 'My List' subtab will not be available and the Current Approver column will be blank. 


This article reviews the following:




Security


Users with the following Security Roles have access to the Awaiting Approval tab:

  • Full Access (Primary)
  • Accounting Manager (Primary)
  • Approve AP Invoice (Secondary)


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Navigation



First, open the AP Center by clicking 'AP Center' under 'Accounts Payable' in the 'Accounting' module.


Once the AP Center is open, click on the 'Awaiting Approval' tab.


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Awaiting Approval Tab



1) All Invoices Tab - This subtab displays all Invoices that are in the Invoice Status of 'Unapproved' or 'Needs Work'

2) My List Tab - If Workflows is enabled, this tab will display all of the Invoices that are assigned to the User as part of the Workflow.

3) Search Bar - This will search the listing for the string of characters entered into this field

4) Filter - This allows the User to create a filter for the table. Click the filter icon to open the 'Filter Columns' window. Once open, click '+ Add Filter' to select the Column and Filter types, then select the Value that should be filtered. Select the 'Apply' button to filter the table for the information entered. Click the trashcan icon to remove a filter.


5) Refresh - This will refresh the listing

6) Detail Expansion Arrows - This will expand each Transaction Line to display the details at a glance.


7) Bulk Approve Checkboxes  - Checking one or more checkboxes will open the Bulk Approve menu



8) Invoice Status - Status of the Invoice. 

  • Note: Only Invoices in 'Unapproved' or 'Needs Work' status will be listed. 

9) Transaction Vendor - The Vendor (if any) on the Transaction

10) Transaction Amount - The Total Amount of the Transaction

11) Current Approver - The Current Approver in the Workflow Hierarchy is listed in this field. When on the 'My List' tab, this value will always contain either your username (if you are the only approver) or the Workflow Group name (if you are included in the Workflow Approval Group).

  • Note: Workflows must be enabled for the Current Approver field to populate.

12) Transaction Date - The Date set on the Transaction Header

13) Transaction Number - The Number assigned on the Transaction Header.  This field is hyperlinked and can be clicked on to open the Transaction in a window for additional review/editing.

14) Issue - This will list any Issues marked for the attachment

15) Transaction Comment - The Comment (if any) entered on the Transaction Header

16) Transaction Location - The Location assigned on the Transaction Header


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Approving Single Invoices



Clicking on an Invoice line will open the Invoice sidesheet to the right. 


The Invoice sidesheet will display a Document preview for any Invoice that has an attached Document. 



Click on the APPROVE button to approve the Invoice, or click DENY to deny the Invoice. 

  • Note: The 'Deny' button is only present if 'Workflows' is enabled. 


Once approved, the Invoice will be available on the 'Ready for Payments' tab, where it can be placed into a Payment Run or unapproved.


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Bulk Approve




To approve multiple Invoices at once or to approve a single Invoice without opening the sidesheet, check the checkbox in line with the Invoice. This will open the Bulk Approve menu.


When all Invoices that are to be approved are selected, click 'Approve'.


Once approved, the Invoices will be available on the 'Ready for Payments' tab, where they can be placed into a Payment Run or unapproved.


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Remind Approvers


If Workflows is enabled, approvers can be sent a reminder email. The reminder email will have a link to the Invoice(s) that need to be approved.  




To remind approvers, check the checkbox in line with the Invoice and the 'Remind Approvers' button will appear. 


When all desired Invoices are selected, click REMIND APPROVERS. The reminder email form will then open.




The 'To' field will be automatically populated with the current approver for the Invoice. Additional emails can be added through the drop-down. 

  • Note: Only Users whose email address is on file can be added to the 'Additional Emails' field.


The email body can be edited before sending the reminder. 

  • Important Note: When editing the email body, take care not to remove the link to the Invoice(s). 


ClickSENDto send the email, or click CANCEL to close without sending.


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