Approve and deny vendor credits and bills – Support

You can approve bills and credits from the Approvals page in the navigation menu or the Bill Approvals tab on the Overview page.

Jump to:

Filters
Review and approve
Approve without review
Approval Groups
Deny bills and credits
Unapprove bills and credits

Filters

You can filter Bill Approvals by:

Vendor Name
Approval Type
- Ready to approve - Bills ready for you to approve
- Approved - Bills you previously approved
- Denied - Bills you've denied approval on
- Upcoming - Bills coming to you for approval after they've been approved by another approver
Due Date

Review and approve

Approve bills

Select Approvals in the navigation menu
Select on the Invoice # to approve
Review bill details
Select Approve

Tip: Have more than one bill to approve? Select on a bill, approve/deny it, then select Next Bill to move to the next bill or select Previous Bill to go back to a previous one.

Approve credits

Select Approvals in the navigation menu
Select Vendor Credits
Select Review
Select Approve

Approve without review

Approve bills

Select Approvals in the navigation menu
- If there's a note on the bill, there will be a note icon
  - Hover over the note icon or select into the bill to see the note
- If there's a document associated, there will be a document icon; select this icon to display a preview of any associated bill documents
Select the bills to approve
Select Approve

Approve credits

Select Approvals in the navigation menu
Select Vendor Credits
Check the box under Select and then select Approve

Approval Groups

Approval groups are a designated group of approvers you setup and assign to bills or policies, then any one of those approvers in the group can approve the bill. You can use approval groups, single-user approvers, or a combination of both. Once one approver from the group has approved, the bill is routed to the next approver/approval group, or is marked as approved if no more approvers are listed.

Creating an approval group:

Select Settings
We're currently rolling out a fresh new look for our Settings page, so you may see one of 2 designs. Please follow the steps that match what your Settings page looks like.

Select Approval Groups under Payables if your Settings page looks like this:

Select Approval Groups under Approvals if your Settings page looks like this:
Select New
Enter the approval group Name
Enter an optional Description
Select Save
Check the Select box for all approvers you'd like in the approval group
Select Save

Approval Groups: Things to Know

You can add up to 10 users in an approval group
- Users can be in multiple groups
- A group cannot contain another group
You can select approver groups when
- Selecting approvers on a bill
- Creating an approval policy
- Selecting default approvers in settings
An approval group's name will be listed on the Overview and Approvals pages, in place of the approver user's name. You can hover over the group name to see a list of the first 3 members, and select to see them all
Approval groups assigned to a bill will show 3-4 approver names by default, depending on character length. Select the "X more" link to see the full list of users in the group
When a member of an approval group approves a bill, the bill will show the name of the member who approved, under the approval group name
Approval notification emails will go out to all approvers in the group at the same time (based on their bills to approve email preference) and added to their to-do lists
As soon as any 1 user in a group approves a bill, the to-do list item for that bill is removed from all users in that group
The bill's audit trail will show the user who approved the bill but not that they were part of a group
Adding or removing a user from the group will apply retroactively to bills assigned to that group
Any new user added to a group will have a to do list item but won't get email notifications for bills the group was already assigned to. They'll receive notification on future assigned bills
If a group is inactivated, there will be a Fix Record to do item for administrator users to fix the bills the deleted group was assigned tox`
If all users in an approval group are inactivated, the approval group will be inactivated
- If the inactivated approval group is assigned to a bill(s), the bill(s) will be routed to the next approvers in line, and a Fix Record to do item will be added to administrator user's to do lists to remove the group
- An email will go out to all users with manage company permissions, informing them that an approval group has been deactivated since all users in the group are inactive

Deny bills and credits

Deny bills

Select Approvals in the navigation menu
Select on the Invoice # to approve
Review bill details
Select More actions
Select Deny
Select the appropriate option:
- Duplicate bill
- Data Entry Error
- Incorrect approver
- Other
Notify the bill creator why the bill wasn't approved
Select Submit

Deny Credits

Select Approvals in the navigation menu
Select Vendor Credits
Select Review
Add a note/message to tell the credit creator why you are denying
Select Deny

If a bill or credit is denied, we'll send an email notification to the bill or credit creator that the bill needs review, and they'll see the details you provide in the "Add more info" box.

Unapprove bills and credits

If you want to unapprove a bill or credit, it requires removing all approvers. You can then re-add them if needed.

Unapprove bills

Select Bills in the navigation menu
Select the bill or credit you want to unapprove
Select More Actions
Select Audit Trail
Hover over Bill Details and select Approvers
Select [del all]

You can then edit the bill as needed and re-add approvers for re-approval.
Unapprove credits

Select Bills in the navigation menu
Select Vendor Credits
Select credit ref# you want to unapprove
Hover over Details and select Approvers
Select [del all]

You can then edit the credit as needed and re-add approvers for re-approval.

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