Accounts Payable - Approve Registered Invoices

Pgm: APINVAPR – Approve Registered Invoices; standard Treeview path: Accounts Payable > Voucher > Register Invoices – Approve Registered Invoice tab

This step is required if the ‘Require Approval Of Registered Invoices’ box is checked on the Voucher tab of the AP Control File. The system will give a message if this screen is accessed when approvals are not required.

This screen is used to approve registered invoices so that they can be converted into vouchers. Both valid (fully distributed) and non-valid (invoices requiring a partial or full distribution) registered invoices can be approved.

NOTE: The 'Restrict Valid Records on Invoice Approval Screen' checkbox located on the Voucher tab of the AP Control File screen is used to control how valid and invalid invoice records are displayed. If unchecked, both valid and invalid invoice records will be displayed. If checked, only valid invoice records will be displayed.

Selection Criteria

Registration Group

Enter the registration group associated with the invoices being approved. Only registration groups to which the user belongs can be entered into this field.

Move to the Approve Invoices section to select the invoices to be approved. This section is in query mode and the system automatically retrieves all invoices within the registration group selected. To find a specific invoice (or set of invoices), execute a query on one or more of the fields contained within this section.

[Process Selection] – Button

Click to approve the selected invoices in the Approve Invoices section, or to unapproved Invoices selected in the Unapprove Invoices section.

Approve Invoices

Approve – Checkbox

Check an invoice’s ‘Approve’ checkbox to mark it for approval via the [Process Selection] button.

Invoice Copy (Y/N)

This field is only used for reference purposes to indicate if the approver will require a copy of the vendor’s invoice in order to convert the Registered Invoice into a Voucher. If a copy is required, enter “Y”, otherwise enter “N”.

Unapprove Invoices

This section is used to remove approval from an invoice. It lists all of the approved and open registered invoices in the system.

Un-approve – Checkbox

Check an invoice’s ‘Approve’ checkbox to mark it for approval via the [Process Selection] button.

Invoice Copy (Y/N)

This field is only used for reference purposes, to indicate if the approver will require a copy of the vendor’s invoice to convert the registered invoice into a voucher. If a copy is required, enter “Y”, otherwise enter “N”.