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Approvals
How to approve an invoice
YOUR ESSENTIAL GUIDE TO AP AUTOMATION FOR XERO
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APPROVALS: HOW TO APPROVE AN INVOICE
The Approvals View
Once you log into Beanworks, click on the “Approvals” tab (depending on permission settings you may already be on that tab). Double click on any row, or click the details view icon under the Actions menu to get into the detail approval view of an invoice.
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Reviewing the Invoice
Your primary job as an approver is to review an invoice to ensure the invoice is valid, you agree with what was purchased and the coding of the invoice is correct, in addition to any internal business rules about when to approve and reject invoices.
Scroll through the invoice images, the coding on the side and line items table as well as any comments or prior approvals to review all the information.
Approving / Rejecting Invoices & Commenting
To Approve or Reject an invoice, simply click the appropriate button on the lower left corner of the details view screen.
Approval Override (Only Certain Approvers)
Certain approvers are given the ability to change the coding on the invoice during the approval process. If you have this ability, certain text fields and list items (ex. GL code or department) will be available for you to modify. If you have changed the invoice, but are not ready to approve or reject it, you can press the “Save” button found below the Approve and Reject buttons. Otherwise, press Approve or Reject after you have made your changes and the next invoice on your approval list will load automatically.
YOUR ESSENTIAL GUIDE TO AP AUTOMATION FOR XERO
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APPROVALS: HOW TO APPROVE AN INVOICE
Group Approval/ Rejection
If you are an approver you may have the ability to approve a group of invoices at once, using the Group Approve and Reject feature. Please note this should be used only in specific cases where you do not need to see the image of the invoice, or all coding details. This is likely the exception, and not the normal process for approving and rejecting invoices.
From the list of invoices to approve (click on the Approval tab to get back to the list view of invoices), select the invoices you want to approve or reject by highlighting the rows using the checkboxes, or by holding down the Ctrl or Shift button on your keyboard while you select rows with your mouse.
Once you have selected the rows, click the Actions button on the top right corner, and choose “Approve” or “Reject”. A pop up will appear that allows you to write a comment before the approval or rejection is complete. Type your comment (optional for approvals) and click the button to complete the action for all the invoices you have selected.
Approve Reject
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YOUR ESSENTIAL GUIDE TO AP AUTOMATION FOR XERO
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APPROVALS: HOW TO APPROVE AN INVOICE
Managing Invoice Pages
If the pages display as too big or too small, use the slider bar located at the top of the screen to change the size of the pages you are viewing.
As an approver, you can make changes to the invoice images. To complete an action, select the page, or select multiple pages by holding down the Ctrl button on your keyboard while you left click with your mouse on each page you want to complete the action for. If a page is highlighted in blue, it means the action you are going to complete will apply to all highlighted pages.
Deleting Pages: You cannot delete pages when reviewing the invoice for approval.
Adding Pages: You can add additional pages to your main invoice or to backup for your invoice. Pages can be added from your computer, or from existing pages on your Create tab. Click “Add Pages” and choose if you’re adding from your computer or from Arrivals. You may not have access to the Create tab, in that case you will always add pages through saved files on your computer.
Rotating Pages: Use the rotation buttons to rotate images clockwise or counterclockwise.
Reordering Pages: If you need to reorder your pages, simply drag them with your mouse and drop them in the location that they should be in.
Saving your Changes: After you have finished making changes to your images, make sure you press the “Save” Button to save all of your changes.
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