Pending Approval
Features to understand about the pending approval page (SEE BELOW for full image of pending approval page)
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The pending approval page uses row color to indicate the status of the pending invoice.
Green: indicates that the PO’s items and the invoices items have been successfully matched.
Light Yellow/cream: indicates that the PO and invoice were matched WITH discrepancies.
light red: Indicates an error, or that there is no PO to match the invoice with. This is common for orders that were placed off system. If an invoice gets flagged due to this reason, and it was intentional, than ignore the error
A duplicate PO would be a true error. We do not want duplicate PO’s within the system.
In relation to the highlighted rows in color, you will also find icons under the status column that will indicate the meaning of those colors. If you hover your mouse over the icons, it will read a message.
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Here are the remaining icons under the status column:
GL code completion status. This will tell you whether all line items have been successfully GL coded
Receiving status. This icon is used to indicate whether a shipment per invoice has been received. This icon is red by default. NOTE: This is not an automatic process, nor is it accurate. On.care system does not determine whether a shipment has been received. This is the responsibility of the customers receiving department .
Invoice Details
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once you are done inspecting an invoice, there are a few options available to you at the bottom of the invoice detail page under the “Actions” button.
Approve - this will approve the invoice and send it over to the “Batch” page where invoices are batched and turned into import files.
Reject - this will reject the invoice. The invoice will than move from the pending page to the search PO page where all of your PO’s can be found.
Reprocess - This will process your invoice again. This is used if you have changed or added a GL code to a line item.
Clicking on the info icon next to “Amount” in the top right corner will open up a pop-up window containing line by line GL code explanations.
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If you click on the “Reject Invoice” button the following window will pop up
The reason for rejecting and instructions to the vendor should be entered into the note field.
If you receive an invoice and the PO is missing:
If this order was placed off the system than you can ignore this
If you suspect there is a PO was created during the order process, and for whatever reason but the invoice is not matching to any existing POneglected to include it, you have the ability to locate one. You can locate a PO by using the “Change PO” button
The change PO button can be found if you click into an invoice from the pending approval page
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