Invoices are approved on the AP Invoice Form. Approve is available regardless of whether the invoice was opened from the Accounting app or the Inventory app.
Approved invoices can also be reopened for editing using Unapprove. Once an invoice is approved, the Approve button is replaced by a single Unapprove button.
The Allow the Unapproval of Transactions setting must be enabled for Unapprove to be available.
Security
Users must have the following permission(s) to approve and/or unapprove an AP invoice:
Accounting:
Accounts Payable → AP Invoices →
Approve AP Invoices
Unapprove AP Invoices
Inventory:
Food → AP Invoices →
Approve AP Invoices
Unapprove AP Invoices
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Navigation
AP invoices are opened from the Invoices page (Inventory) or the AP Transactions page (Accounting).
Navigation Steps - Inventory
Open the Inventory app.
Select Invoices.
Navigation Steps - Accounting AP Transactions
Open the Accounting app.
Expand Accounts payable.
Select AP Transactions (New).
Navigation Steps - Accounting All Transactions
Open the Accounting app.
Expand Transactions.
Select All Transactions.
To open an existing invoice, double click an AP invoice from the grid.
AP Invoices cannot be created directly from this page. However, they can be created using the Create button at the top of the screen.
Approve an AP Invoice
Follow these steps to approve an AP invoice:
Click steps to expand for additional information and images.
1) From either the AP Transactions page or the Invoices page, click an entry to open the invoice that needs approval.
2) Click Approve.
Clicking the Approve arrow button will open the additional options:
Approve & New - Approves the invoice and opens a new empty invoice.
Approve & Close - Approves and closes the invoice.
Unapprove an AP Invoice
Follow these steps to unapprove an AP invoice:
Click steps to expand for additional information and images.
1) Click an entry to open the approved invoice.
2) Click Unapprove.
Unapproving Invoices Marked as Paid
If the invoice was marked as paid (the Mark as paid checkbox = checked), unapproving will prompt users to delete or unapply the payment.