How to Approve an Invoice

As an Approver, you are responsible for reviewing the invoice and supporting documentation before deciding whether to approve or reject it.

Important: The approval process may vary depending on your company's policies and approval requirements.

Step 1 — Review the Attachments

Before approving an invoice, review the supporting documents provided with it.

Use the Download Attachments button to download and review the available documents.

Depending on your company's requirements, the AP Administrator may have uploaded:

• Purchase Order (PO), if available

• Contract

• Delivery Receipt

• Other supporting documentation

These documents should be available for you to review with the invoice.

Review the documents carefully to confirm that the invoice appears to be valid and that the goods or services were authorized and received.

Step 2 — Decide Whether to Split the Invoice

If the invoice needs to be allocated across multiple cost centers, you can split the invoice before approving it.

Use the Split Invoice radio button selector to enable invoice splitting.

You can assign amounts using:

• Category — Select the appropriate invoice category.

• Cost Center — Select the appropriate cost center.

You can use the categories and cost centers already available in the system. If necessary, you may also add a new category or cost center based on your company's requirements.

Make sure the total allocated amount accounts for the entire invoice before completing your approval.

Step 3 — Approve or Reject

After reviewing the invoice and completing any required cost-center allocations, make your decision:

Approve

Select Approve when the invoice has been reviewed and meets your company's requirements.

Your approval will be recorded in the system and the invoice will move to the next step in the workflow, if applicable.

Reject

Select Reject if the invoice should not be approved.

Always provide a reason when rejecting an invoice.

For example:

• Purchase order does not match the invoice

• Goods or services were not received

• Incorrect invoice amount

• Duplicate invoice

• Incorrect vendor

• Missing required documentation

A clear rejection reason helps the AP Administrator understand what needs to be corrected or investigated.

Approver Checklist

Before selecting Approve, make sure you have:

☐ Reviewed the invoice
☐ Downloaded and reviewed available attachments
☐ Checked the PO, contract, or delivery receipt when provided
☐ Determined whether the invoice needs to be split across cost centers
☐ Assigned the appropriate categories and cost centers
☐ Confirmed the invoice meets your company's approval requirements

If everything is correct, select Approve.

If something is not correct, select Reject and provide a clear reason.