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    Kevin Johnson
    AP Invoice Approvals Resubmitting After ApprovalAnswered
    Topic posted February 1, 2018 by Kevin JohnsonBronze Medal: 1,250+ Points, last edited January 30, 2019, tagged Financials, Payables 
    566 Views, 2 Comments
    Title:
    AP Invoice Approvals Resubmitting After Approval
    Summary:
    AP Invoice Approvals Resubmitting After Approval
    Content:

    Has any one else ran into an issue where their AP invoice approvals are going through appropriately, but when it gets to the AP department, and they validate the invoice, it is then making them resubmit the approval? 

    Here is our set up:

    In Manage Invoice Options, Approvals are turned on. Our accounting Preference is "Account Regardless of Approval Status". I have tried all other options also. 

    I have rules set up by job level. There are 10 in total. 9 of them deal with job level and I have one that auto approves any invoice that is connected to a Purchase Order. The rules are set up to route to the requester's management hierarchy and then stop when an approver's job level is appropriate when compared to the invoice amount. This is tested and this works.

    Our process will be that the invoice is scanned in. We would then fill out the header information and route the invoice by requester. The invoice is not validated at this point. The reason for this is because the AP department does not know the distribution when an invoice comes in. The approver's would attach a document in BPM that contained the distribution. Once the invoice is approved at the last job level, AP would add the distribution lines and validate. Currently when the AP department validates the invoice, it then moves the approval status to "Resubmit for Approval". 

    Does any one know why it would do this? We don't want it to "Resubmit".

     

    Thanks,

    Kevin 

    Best Comment

    Becky Alvarez

    When you have invoice approvals enabled, any of the following changes to an invoice will trigger a reapproval.

    • Invoice Amount
    • Line Amount
    • Distribution Combination
    • Distribution Set
    • Tax Amount
    • Line is added
    • Line is canceled

    So when the AP Department is adding the distribution combination, it is triggering the reapproval as a matter of protocol because you have changed key invoice data on an invoice that is subject to approval.  You can give them the ability to force approve or try to create an auto approve rule for the reapproval. 

    We are releasing a new workflow In Release 13 Update 18A called Invoice Routing for Account Coding. that will allow you to scan the invoice, and invoice validation will automatically fire the workflow and route to the AP department for coding.  They would then enter the distributions for their assigned invoices and validate them.  Then once validated then the invoice approval workflow approval will be called so the invoice with the correct distribution can be sent out for approval.

    I know this doesn't help you right now but just wanted you to know that in the mean time you can use the alternative of getting then to force approve or some work around until they can get 18A and implement the Invoice Routing for Account Coding workflow which is what you need.

    Comment

     

    • Becky Alvarez

      When you have invoice approvals enabled, any of the following changes to an invoice will trigger a reapproval.

      • Invoice Amount
      • Line Amount
      • Distribution Combination
      • Distribution Set
      • Tax Amount
      • Line is added
      • Line is canceled

      So when the AP Department is adding the distribution combination, it is triggering the reapproval as a matter of protocol because you have changed key invoice data on an invoice that is subject to approval.  You can give them the ability to force approve or try to create an auto approve rule for the reapproval. 

      We are releasing a new workflow In Release 13 Update 18A called Invoice Routing for Account Coding. that will allow you to scan the invoice, and invoice validation will automatically fire the workflow and route to the AP department for coding.  They would then enter the distributions for their assigned invoices and validate them.  Then once validated then the invoice approval workflow approval will be called so the invoice with the correct distribution can be sent out for approval.

      I know this doesn't help you right now but just wanted you to know that in the mean time you can use the alternative of getting then to force approve or some work around until they can get 18A and implement the Invoice Routing for Account Coding workflow which is what you need.

    • Kevin Johnson

      Thanks Becky! We decided to go the force approval route and resubmit if the information on the invoice is incomplete after the initial approval workflow.