Bookkeeping & Invoicing
Approve purchase invoices
Approval chaos? Let the approval structure create order and clarity!
Do you want to be able to have multiple approvers and decide the order in which they approve? Do you also want to be able to approve several purchase invoices at the same time and send emails to the approvers when there are invoices to approve? Then you should upgrade to Bookkeeping & Invoicing +.
To upgrade to Bookkeeping & Invoicing +, select More solutions - Solutions - Upgrade.
In companies with multiple employees, or companies that collaborate with accounting offices, it might be useful to be able to approve or send purchase invoices for approval in Bookkeeping & Invoicing. Those who approve the invoice can either do it directly in the solution or via the Bookkeeping & Invoicing app. Those who approve must also have permissions and licence for Bookkeeping & Invoicing.
To send purchase invoices for approval you have to activate the feature. The Purchase invoices must be approved setting can be activated under Settings - Company settings and the accounting settings tab.
By clicking on the headings below, you can read more about the different ways to use this feature.
Sending a purchase invoice for approval
If you want your purchase invoices to be verified by other users before they are posted to the ledger you can send them for approval.
- Go to Purchasing - Purchase invoices.
- Create a purchase invoice.
- Select Send for approval.
The purchase invoice is then saved as a draft and sent for approval. The persons set to approve the purchase invoice will be notified in Spiris or via the web.
Viewing and approving an invoice is easily done via the app so there is no need to log in to the web version to complete the process. If the invoice is rejected, you will receive a message explaining why it was rejected.
You can choose what approval permissions different users should have. These are found under Settings - Permissions.
Approving a purchase invoice
Under Purchasing - Purchase invoices - Drafts you can filter your invoices to see whether you have any invoices awaiting your approval. Invoices that have been sent for approval will have the status Ready for approval. Viewing and approving an invoice is easily done via the app so there is no need to log in to complete the process.
- Open the purchase invoice and review the details.
- If everything is correct, select Approve and post to ledger or Approve depending on whether you are the last approver in the list or not. The invoice will then appear under Unpaid purchase invoices.
If you want to reject the invoice you select Actions - Reject and a mandatory message window will be shown. In the message window you explain why you want to reject the invoice.
The approval of purchase invoices feature is particularly useful when:
- You are working with an accounting office in a manner where they register purchase invoices and you verify that everything is correct before it is posted.
- You are working with an accounting office in a manner where you register purchase invoices and they verify that the accounting entry for the invoice is correct before it is posted.
- Someone is helping you with the administration and handles the purchasing, and you want to verify that the delivery is in order and everything on the invoice is correct before it is posted.
Related topics
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Register supplier invoice manually |
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User rights |
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Approval of VAT reports |
Searchword: expenses, costs, supplier invoice, expense accounts, enter invoice, enter purchase, post VAT to ledger