Approving a Purchasing Invoice

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Once you've received products from a vendor, employees will submit the invoice internally. These invoices need to be approved by their designated approver in Certify Purchasing.

This article will show you, a Purchasing Approver, how to approve an invoice.

Step 1: On your Certify homepage, click the Purchasing tab.

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Step 2: Click Go to Purchasing.

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Step 3: In the Approve box, click Invoices.

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Step 4: This is your Approval Inbox. Click the Invoices tab to view what invoices have been submitted for your approval.

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Step 5: Click the invoice to open it and view the details.

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Alternatively, click the checkbox to the left of the invoice and click Quick Approve if you'd like to approve the invoice without looking at the details.

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Step 6: This is the Invoice Details page. To open an expense line to view further details, click the plus icon to the left of the item.

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Step 7: From this screen, you can view more detailed information about the expense line. You can also edit the GL and the Project.

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Step 8: Click the minus icon to minimize the item details.

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Step 9: Click View/Edit under the Comments column to see if the submitter has entered any internal comments. You can also enter your own internal comments here.

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Step 10: Under the Actions column you have three methods for handling line items:

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  • Check Mark: Approve all expenses.
  • Question Mark: Mark all of the expenses as "needing review" and send them back to the submitter.
  • X: Reject all expenses and send them back to the submitter.

Alternatively, you can approve/question/reject individual expense lines by using the icons to the right of the line item under the Actions column.

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Step 11: Be sure that each expense item has been approved, questioned, or rejected before continuing.

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Step 12: You have a few different methods to continue:

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  • Close: Saves your current progress approving the invoice and returns you to your approval inbox.
  • Reset: Erases any changes you've made to the invoice and resets it to its original submitted status.
  • Add Approver: Send the invoice to an additional approver for approval.
  • Save: Saves your work as you continue working on the invoice.
  • Process: Approves the invoice and moves it forward in the approval workflow.

Step 13: Click Process.

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Step 14: You'll be sent back to your Approval Inbox. approving_an_invoice_16.png

 

 

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