This article will teach you how to assign an ad-hoc approver to a payable invoice.
- From the Accounting menu, click Accounts Payable.
- From the Accounts Payable page, navigate to the appropriate invoice that you desire to assign to an outside approver and click the Invoice#.
- From the A/P Invoice [Invoice#] page, click the Actions button and select Assign from the drop-down list.
- Note: The ability to assign to an outside approver is only available beginning in the 2nd step of the workflow after the invoice has been properly coded for approval.
- Once the Assign To Outside Approver window has opened, complete the form presented:
| Field | Explanation |
|---|---|
| Approver |
Select the desired outside approver. Outside approvers possess one of the below characteristics: 1. The user is part of the accounting company tied to the invoice, with Accounts Payable approval rights, that is not part of the workflow for that given invoice. |
| Comments... | Enter any applicable comments regarding the assigning of the payable invoice to an outside approver. |
- Click the Assign Invoice button.
- The payable invoice has now been assigned to the designated outside approver.
- Note: The outside approver will receive a prompt email (copying the assignor) notifying the assignee of the new invoice to approve.
- Note: When a payable invoice has been assigned for outside approval, the History tab of the A/P Invoice [Invoice#] page displays two record entries with the status of Pending and Assigned indicating the payable invoice is awaiting outside approval. Once the outside approver has approved the payable invoice, the payable invoice will be routed back to the assigner to continue the approval workflow, and the change in status will also be reflected in the history tab preserving the record.
- Note: When a payable invoice has been assigned for outside approval, the Workflow tab of the A/P Invoice [Invoice#] page displays a new step directly after the step it was assigned from. The new step in the workflow will be noted as "Ad-hoc Approver" with the assignees name listed. When the invoice is sent back to the assignor, the "Ad-hoc" step in the Workflow tab will revert back to only display the standard workflow. All history of the assignment to an outside approval will still remain in the History tab.
- Note: An invoice assigned to an outside approver is treated like an invoice in any other step of a workflow in that only the outside approver (or Accounting Admins) will be able to move the invoice from an outside approval step back to the original workflow. Once a user assigns to an outside approver, the user must await approval and is unable to move forward until the invoice is returned back to the original assignor.