Hey there, approver!
We're guessing you've landed here because your Awaiting Approval tray is slowly beginning to fill up with freshly processed invoices waiting for your thumbs up.
Or maybe you've received an email alert giving you a gentle reminder to log in and hit that all-important button.
Either way, you have some approving to do!
This article guides you through all the important ins and outs of successfully approving an invoice, including exactly what happens after you hit Approve.
1. Open the invoice
- On the iCompleat homepage, select Manage invoices.
- Select the Awaiting Approval tray.
- Select an invoice.
- The invoice summary page appears.
2. Invoice summary
The invoice summary page gives you an overview of all the key details on the invoice. It's good practice to review everything on this page before you make the decision to approve or deny the invoice.
If you feel like you need more detailed information before you can make that decision, you can select Documents and Timeline in the bottom-right - more information on that page in a moment.
The header preview on the invoice summary includes:
- Invoice number
- Invoice date
- Supplier reference number
- Net, Vat, and Gross values
- Currency code
- Whether bank detail checking has been performed
- The matching order number (if matching is enabled)
- Submission comments from AP operators
- Any notes attached to the invoice by other users
The lines preview on the invoice summary includes:
- A list of the lines from the invoice
- Line number
- Item number
- Item description
- Unit cost
- Net, Vat, and Gross values
- Analysis codes & custom fields applied to each line item.
Invoice summary actions
Approving or denying an invoice isn't just about hitting a button. There are some additional actions you can take to help out future approvers and your other colleagues in iCompleat, like adding comments or attaching relevant documents. This can also help to give invoices a more detailed audit trail.
Here are a few actions that you can take from the invoice summary page:
Add a note
Select Add Note to attach a short note that other iCompleat users with access to the invoice can view from their tray. This includes both past and future approvers.
After you select the button, you can type a brief note, format it, and add an icon to make it stand out. Just select the purple Add Note button when you're finished.
After you select the purple Add Note button, your note will be immediately visible next to the invoice for other iCompleat users. If you added an icon, it'll look something like this:
When a user selects the icon, your note will pop up like this:
Attach a document
You can attach a document to the invoice containing relevant information that might be useful to other approvers and users, and for the sake of the invoice's audit trail.
This can include another invoice, order, price quote, statement, email conversation, delivery note, expense receipt, or any other related document.
The button to attach documents is in the top-right of the invoice summary page.
After you select it, you 're prompted to browse your PC to find the document to upload. You can add multiple documents if you like. Once they're added, they'll be listed on the right of the popup, with a cross (X) icon next to them in case you want to delete them.
Like notes, attachments are visible to other relevant users as soon as you've added them, without you needing to approve or deny the invoice first. Other users with access to the invoice will see a number beneath the paper clip column in their invoice tray telling them how many attachments are available, like this:
They can select the number to view, download, and print the attachments if they need to. They'll appear in a preview like this:
3. Documents & Timeline
If you want to see the original invoice and its full audit trail before making your decision, you can select Documents and Timeline in the bottom-right corner of the invoice summary page.
You'll see a preview of the original invoice on the left of the screen, along with the invoice's timeline since it arrived in iCompleat on the right.
The timeline includes details of the person who submitted the invoice for approval, the date and time it was submitted, and any previous users who have already approved the invoice.
If you see Auto Submitted on the timeline, this means that the invoice was automatically coded and submitted to a workflow as soon as it arrived in iCompleat. One of your iCompleat administrators might have set this up for certain suppliers.
4. Approve or deny the invoice
You can approve or deny the invoice from either the invoice summary, or the Documents & Timeline page.
Just select Approve or Deny in the bottom-left of either page. You'll then see a message asking you to confirm your choice.
If you'd like to add a comment supporting your decision, tick the Add Comment checkbox.
Just enter your comment in the box, and select the button to confirm your choice.
What happens next?
After you approve an invoice, it goes straight to your Approved tray. Other iCompleat users who have had contact with the invoice will also see it in their Approved trays.
If there are other approvers after you in the workflow, they'll now see it in their Awaiting Approval tray, and there will be a record of you approving it on the Documents & Timeline.
If you're the last approver in the workflow, that means the invoice is fully approved, and will be posted to your finance system. iCompleat will then retrieve a journal number, which will appear against the invoice in the Approved tray, like this:
After you deny an invoice, it will go straight to your Denied tray. Other iCompleat users who had had contact with the invoice will also see it in their Denied trays.
The AP Operator who submitted the invoice will be able to reactivate the invoice from their Denied tray, and then make any necessary amendments to it in their Unprocessed tray before submitting it for approval again.