IMOS - Approve Invoices

The Approve Invoices list displays all invoices requiring review. It contains selection boxes that enable you to approve more than one invoice transaction at a time.

On the Financials menu

, under Invoices, click Approve Invoices.

To create a new invoice, click and then complete the Transaction Data Entry form.

Invoice Details

To view the details of an invoice, either or as created in Operations, on the Approve Invoices list:

For the printable invoice, click its row.
For the Operations invoice, in the Description column, click its link.

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.

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

Note: You will not be able to reject more than one invoice at the same time.

From the Approve Invoices List

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.

From Invoice Details

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.

Reversing Invoices

To reverse invoices, you must have Module Rights Reverse an Invoice and Reverse a Payment. Reversing invoices and payments can be limited to particular invoice types with configuration flags. Note: Payments must be reversed/cancelled first, then invoice reversed, before the invoice can be deleted.

You can Reverse invoices in multiple ways

From the Transaction Summary List

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

From the Transaction Data Entry Screen

Perform the following:

Right-click the payment line item (if one exists), click
to open the payment, click
, then enter a Reversal Date and then enter a Comment, if required.
Return to the transaction, click
, then enter a Reversal Date, Reversal Invoice No., Reversal Reason, and Reversal Note if any are required.

Related Configuration Flags

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.
No Comments on Invoice Approval CFGNoCommentsOnInvApproval	When enabled, there will be no option to add comments when approving an invoice. This does not apply to rejecting an invoice.
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.