Setting Up Invoice Approval

What is Invoice Approval? 

If you want tighter control over your invoice process, you can require that invoices be approved in MarginEdge before being sent to your accounting system. You can specify that ALL invoices require approval, or you can easily set rules to require the approval of only certain expense categories with charges exceeding certain amounts or from certain vendors only that require manual invoice approval.

 

How to setup/enable invoice approval?

Click the Orders menu and select Invoice Approval. Then select "Invoice Approval Setup" button.

 

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Modes of Invoice Approval

  1. Off - The default Invoice Approval Mode. In this mode, once an invoice has been processed by our team, it will automatically close.

  2. All - All invoices will require approval before they will be closed

  3. Some - Invoices matching one or more rules will require approval before closing

 You can set the Mode by clicking on the check box and confirming the changes by clicking "Save".

 

Invoice Approval Mode - ALL 

When you select to enable Invoice Approval for "All" you can optionally choose to include credits in this process. If that box is not selected, all credits will automatically close. 

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Invoice Approval Mode - SOME 

If you set the Invoice Approval mode to ‘Some’, you can select what invoices will require manual invoice approval based on the categories and vendors. 

  • You have the option to include credits in this workflow by selecting the box to "Include credits..."
  • If you want to limit the invoices you approve to just those with new vendor items (items you purchased for the first time), select the box to "Only require invoices with new vendor items...".
    If you have been using the Setup Verification Report to see these items, this will streamline your work!
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CATEGORIES

Under Categories, you can select the categories that will require manual invoice approval. Any invoice that has products categorized to these will flow through Invoice Approval.

You may optionally include a minimum dollar threshold for each category in the Amount column. If left blank, all invoices with the selected category will require manual approval.

Click Save to confirm the selections.

In the example below, only invoices with $50 or more in total charges in the Beer category will require approval:

 

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VENDORS

Under Vendors, you can limit the invoices you want to manually approve to be from certain vendors. Just check the box next to the vendors you want to include. 

If you want to ensure you always see invoices from newly created vendors, select ‘Require approval for new vendor’ to include those.

Click Save to confirm the selections. 

In the example below, invoices from all new vendors and invoices from the vendorCoastal Sunbelt Produce Company will require approval:

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How to change invoice approval settings?

Even if you have activated invoice approval for certain categories or vendors or you choose to have all the invoices go through manual invoice approval, the invoice approval setting can be changed at any time by going to Orders > Invoice Approval and clicking on "Invoice Approval Setup".

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 Follow the same steps as you did for setting up invoice approval to make any adjustments. 

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