Managing invoice approvals for vendor groups

  1. Open a vendor group record.
  2. On the Payables Invoice Approval tab, specify this information:
    Corporate Calendar
    Select the default calendar settings of the company.
    Process Routing Rules By Hierarchy
    Select this check box so that invoices in this vendor group are processed by routing rules rather than by priority.
    Allow Distribution Entry During Invoice Approval
    Select this check box so that your approvers can create or update distributions during the approval process.
    Enforce Max Invoice Approval Amount
    Select this check box to enforce the last invoice approval as the highest amount that is allowed by the user. For customers that want to enforce the final amount, select the check box to force the final approver to get permission if the amount is over their approval limit.
    Invoice Post Date Default Option
    Select whether the default posting date on the invoice is Invoice Date or Current Date.
    Using Document Management System
    Select this check box if you are using a third-party imaging vendor. When you select this option, additional fields become available.
    Document Management Partner
    If you selected the Using Document Management System check box, then select your imaging vendor.
    Document Management System Key
    If you selected the Using Document Management System check box, then specify your document management system key. This is used by the Document Management System to access the documents. This key may be filled depending on the requirements of your imaging vendor.
    Store Document Locally
    If you selected the Using Document Management System check box, then select this check box to save a local copy of the invoice image. This occurs when an invoice is created from a Document Management System.
    Require Reason Code For Manual Invoice Approval
    Select this check box to require action reasons and action comments when manually approving invoices.
  3. In the Invoice Email Settings section, the Email Subject and Email Content fields are populated. The content is used when invoice emails are sent for specific reasons. You can use the template or you can customize the messages in these sections:
    • Invoice Submitted For Approval
    • Invoice Approved
    • Invoice Rejected
    • Email Invoice
  4. To customize the messages, specify this information:
    Email Subject
    Specify the invoice code and vendor name.
    Email Content
    Specify the details and reasons for the email.
    Include Link To Review Invoice
    Select this check box to include a link of the invoice. This option is for invoice approval emails only.
    Include All Related Documents
    Select this check box to include any attachments.
  5. Click Save.