General
Invoices are managed through the Approval page. This feature is only visible if your user role has the necessary Can Audit Invoices permission.
Good to know
To access Invoices, tap the Approval option in the main tab bar at the bottom of the screen.
The Invoices page can retrieve any active invoices awaiting audit and other previously approved or declined invoices
You can Approve or Decline the invoices that you have access to.
You can post and read comments on invoices
You can find older Invoices using the Search option via the bottom, but you'll have to know the I-number.
If you have access to both Approval Request and Invoice Approvals request functionalities, an option to switch between Approvals and Invoices will be visible at the top of your screen.
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Reviewing an Invoice
When you open the invoice detail, you will be able to review the invoiced amounts, compare the totals to the quoted amounts. You will also be able to navigate to the original request. Additionally, all attachments provided by your vendor will also be visible there.
When you're ready to Decline or Approve, use the buttons at the bottom of your screen. Please know that when you Approve the invoice, your payment provider will be notified immediately, so only approve or decline invoices that you are certain about.
To approve or decline, tap the appropriate button and provide a reason, if necessary.
To ensure that we don't accidentally decline or approve something too quickly, each button requires a second tap to confirm.
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Posting Comments on an invoice
To post a comment on the Invoice, locate the 'Comments' option in the upper right corner of the screen. If existing comments have already been posted, the number of comments will be indicated in the option's title (e.g., 'Comments (2)' signifies two existing comments).
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Dealing with Multiple Invoices
In some cases a provider might send multiple invoices for a single shipment. If that's the case, then you'll see multiple ‘tabs’ displaying an invoice number at the top of the invoice detail that you just opened.If a provider submits multiple invoices for a single shipment, the invoice detail view will display multiple tabs, each corresponding to an individual invoice number.
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Searching for an Invoice
You can search for Invoices on the approvals/invoices page itself, within the results it loaded. By default, it loads 50 results at a time, if you are looking for something longer you can scroll down to add an additional 50 results and rely on the ‘Page search’ to search within those loaded results.
To find older Invoices, you can use the ‘Search’ option. Navigate to the Search by tapping on the Search icon in the bottom of your screen. At the moment, invoices can only be found in case you search based on the I-number.
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