Approval

With your approval you release an invoice for payment. After accounting, invoiceR uses the approval rules to determine who has to approve, separately for each item line. So you only approve the lines you are responsible for.

Overview

Open the task in the approval step. The Approval tab is already selected.

• At the bottom is a table with all item lines. The lines you have to approve come first, the others follow slightly greyed out. The order may therefore differ from the accounting.
• At the top are the details of the line selected in the table, and below them everyone who has to approve this line.

The icons next to the people show the status: green means approved, red means rejected, blue means still open.

Approval tab with the details of an item line at the top, the approvers with status icons and the table of all item lines at the bottom

Approving

1. Check the invoice and the accounting of the selected line.
2. Click Approve.
3. Repeat this for all lines you have to approve.
4. Click Visum abschliessen (finish approval) in the bottom right corner.

If Proceed after approval is switched on in the top right corner, invoiceR jumps to the next line that still needs your approval after each approval.

Several lines at once

If you have many lines to approve, select them in the table and click Give Approval for Selection. This is only available with the corresponding permission.

Caution

Only Visum abschliessen passes the document on. If you close the document before, the task stays with you.

Rejecting

If the accounting of a line is wrong, for example a wrong account or a posting text that does not meet the guidelines:

1. Select the line.
2. Click Reject.
3. Enter a reason. It is mandatory and must have a minimum length.
4. Confirm with Reject.
5. Click Visum abschliessen.

As soon as a line is rejected, the document goes back to accounting after you finish. The person doing the accounting sees your rejection with the reason and corrects the line.

If the whole invoice is wrong rather than the accounting, use Problem with this document and Rechnung ablehnen (reject invoice) instead, see Document actions.

Withdrawing an approval or rejection

If you made a mistake, click your green or red icon at the line. A list of approvals and rejections opens. There you can delete your own with Recall Approval or Remove Rejection, as long as the document is still with you.

Requesting an additional approval

If another person who is not in the approval rules should approve, you can add them. This is possible in accounting and, depending on the setup, also in approval:

1. Click Add manual request for approval above the accounting table.
2. Select a person under Manual request for user or a role under Manual request for role and, if required, enter a Reason.
3. Confirm the request.

The selected person additionally receives the document for approval.

Note

This function is only available if it is enabled for your role. See Permissions.

Exceptional approval

If an approver is absent and their deputy cannot be reached either, someone with the corresponding permission (usually accounts payable) can decide in their place with Give exceptional Approval or Give exceptional Rejection. The history shows who actually gave the approval.

Further actions

Under Problem with this document, the approval step offers, depending on the setup, actions to reject the invoice, create an email request, restart accounting and park the document. See Document actions.