Approve invoices (Approval) (AP50200S)
You can use this window to approve Supplier ledger documents (invoices, adjustments, and prepayments) for payment. Only documents with the Open status are displayed on the list. You can select documents for approval using various criteria.
If the Require approval of invoices prior to payment check box is not selected in the Supplier ledger preferences (AP101000) window, supplier ledger documents are automatically approved for payment once they are released, and this window is not needed.
What to do from this window
The window toolbar
- Send to Approval
- Click this button to send the selected lines to Approval.
- Send all to Approval
- Click this button to send all displayed lines to Approval
- Cancel Approval request
- Click this button to cancel the approval request for the selected lines.
- Cancel all Approval requests
- Click this button to cancel the approval request for the all displayed lines.
The top part
- Approval status
The status of the document in Approval.
The options are: New, Cancelled, Sent to Approval, Received in Approval, Pending, Rejected, Approved, Active workflow, and Error. View all displays all documents regardless of their status.
- Document status
The status of the document itself.
The options are: Balanced, Printed, and Pre-released. View all displays all documents regardless of their status.
- Due date less than or equal to
- The latest due date for the documents to be displayed.
- Initial approver
- The initial approver of the documents to be displayed.
- Supplier
- The supplier of the documents to be displayed.
- Show only invoices missing attachments
- Select this check box to only show documents that are missing attachment (required for approval processing).
The table
This table displays all the documents that meet the criteria you have specified in the top part.
- Approval history
- This button redirects you to the Approval document history (AP40104S) window for the selected line.
- Approval line history
- This button redirects you to the Approval document line history (AP40105S) window for the selected line.
- Type
- The type of the document.
- Invoice no.
- The invoice number of the document.
- Approval status
- The status of the approval process.
- Document status
- The status of the document.
- Initial approver
- The initial approver of the document.
- Supplier ref.
- The external number of the document (the number of the original purchase invoice) included for reference.
- Supplier
- The identifier of the applicable supplier.
- Supplier name
- The name of the supplier.
- Pay date
- The pay date of the document, which the system assigns to the document on its approval. If the document is approved through this window, the pay date is the date when the document was approved.
- Due date
- The due date of the supplier document.
- Cash discount date
- The date when the cash discount from the supplier is available for the document.
- Balance
- The document’s amount after the cash discount is taken.
- Cash discount balance
- The amount of the cash discount taken.
- Currency
- The currency of the document.