Advanced Approvals mimic the workflow for a Single Approval, with two main differences.
1. An invoice can have multiple approvers
2. An invoice can have various conditions for which it requires approval (called "approval policies").
Users who can create Approval rules:
Accountant
Accountant - Limited
Administrator
Bill Pay - Accountant
Bill Pay - Administrator
Creating a policy
Conditions
Policies can be defined across any layer of hierarchy:
Account
Location
Group
Company
In the example below, this "Test Policy" will says: all invoices
Sent to a Location that's a part of the "AM Training Account" group
That are sent from a mapped vendor with ID ATT646
That are more than $500
... requires specific approval.
Potential Approvers
These invoices need to be approved by a pre-defined set of users.
In this case, Ottimate Support Testing and Test Lena will get emails alerting them that they have invoices requiring their approval and see those invoices in their "Your Approval" queue. Both of them are required to approve it to satisfy the policy based on the "Minimum Approvers" setting. Should you only need one of them to approve, it should be set to 1.
Fall Back Approvers and Automatic Approvals
Setting a fallback approval will escalate the policy if it has not been approved within the set days. In the below example, Josh will receive the invoice to approve after 7 days, and then Lena will receive it after 10 days.
You can also configure the policy to approve the invoice automatically if it is uploaded by one of the approvers configured.
Approving an Invoice
Users can Approve invoices directly from the Invoice Details view, option listed in the bottom-right corner
or from the Your Approval tab.
Administrators or roles with the permission enabled, can FORCE APPROVE an invoice. This requires an added step of verification.
Undo Approvals
Administrators or roles with the permission enabled, can undo approvals by selecting "Undo Approval" from the Approvals tab of Invoice Details.
This removes the approval for this policy only and retains all approvals from other users.
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