IMOS On-Prem - Approve Invoices

The Approve Invoices list displays all invoices requiring review. It is similar in layout to the Transaction Summary.

In the Financials module center

, under Transactions, click Approve Invoices.

You can also Approve, Approve and Post, or Reject invoices from anywhere an invoice can be generated, such as the TC Payment Schedule and TC Billing Schedule.

Viewing Invoices

To view the details of an invoice either in a viewer or as created in Operations, click its link in the Description column.

Approving, Posting, or Rejecting Invoices

To approve, post, or reject invoices, you must have Module Rights Approve an Invoice, Post an Invoice, or Reject an Invoice. Approving, posting, and rejecting invoices can be limited to particular invoice types with configuration flags.

Approving Invoices

To approve one or more invoices, select the check box in front of each invoice you want to approve and then click Approve at the top of the list.

Reviewing Invoices

To review a printable invoice, do one of the following:

Click Review in the Action column.
On any invoice generation form, open the invoice.

In the invoice, do one of the following:

Click
and then enter a Comment, if required.
Click
and then enter a Comment, if required. The Transaction Data Entry form or Journal Entry form opens, so you can post immediately.
Click
and then enter a Comment that tells the reason for the rejection.

List Functions

The Approve Invoices list is a standard IMOS list, so you can sort it, filter it, do a Quick Search, and create custom Views for it. You can use logical operations to filter particular columns in the list.

Name/Flag Description Invoice Approvals by Type CFGInvoiceApprovalsByType Specifies whether the control of invoice approval by type is enabled or not; adds an Invoice Approval Types control list to the Object Rights tab in Security, to grant users rights to approve specific types of invoices. On the Approve Invoices List and Transaction Summary, if a user does not have approval rights for an invoice type, the Review link will not be available for those invoices. Invoice Postings by Type CFGInvoicePostingsByType Specifies whether the control of invoice posting by type is enabled or not; adds an Invoice Posting Types control list to the Object Rights tab in Security, to grant users rights to post specific types of invoices. On the Post Invoices List and Transaction Summary, if a user does not have posting rights for an invoice type, the Post link will not be available for those invoices. Invoice Rejects by Type CFGInvoiceRejectsByType Add Security Object Rights to reject specific invoice types per user/group. Enable Non Voyage Journal Approval CFGActEnableNonVoyJournalApproval Enable nonvoyage journal approvals. Non Voyage Invoice Approval Needed CFGActNonVoyInvApprovalNeeded Enable specifying the number of approvals required for nonvoyage invoices. After an invoice has been approved, if it should be approved at least once more, its status is Partially Approved, and the last Approval User is in the Approval User column. An additional column, Approval User 2, is available in the Financials lists. Journal Approval Needed CFGActJournalApprovalNeeded Enable specifying the number of approvals required for journal invoices . After an invoice has been approved, if it should be approved at least once more, its status is Partially Approved, and the last Approval User is in the Approval User column. An additional column, Approval User 2, is available in the Financials lists. Invoice Approval Needed CFGActInvoiceApprovalNeeded Enable specifying the number of approvals required for all invoices other than nonvoyage and journal invoices . After an invoice has been approved, if it should be approved at least once more, its status is Partially Approved, and the last Approval User is in the Approval User column. An additional column, Approval User 2, is available in the Financials lists. Show Only Approve and Post CFGActShowOnlyApproveAndPost Only display the Approve and Post button, not the Approve button, while approving invoices. Auto Approve Invoice by Type CFGAutoApproveInvoiceByType Note: This configuration flag currently only applies to Profit Share invoices (Source Code PTSH). When an invoice Source Code is included in the value of this flag, an invoice of the type becomes automatically approved as soon as it is actualized. This flag overrides the number of approvals needed specified by CFGActInvoiceApprovalNeeded. To set this flag, enter a comma-separated list of Source Codes. AR Invoice Approval Needed CFGActARInvoiceApprovalNeeded If a value between 0 and 9 is specified, determines how many approvals are needed for shipping-related AR invoices before posting and takes precedence over the setting of CFGActInvoiceApprovalNeeded if the value is higher. Lock Financial Invoice After Approval CFGLockFinancialInvoiceAfterApproval When enabled, no further changes can be made to the Financials invoice (Transaction Data Entry form) after the invoice has been approved. The invoice can still go through a subsequent approval process, or be rejected, but no data can be changed.