INVOICE APPROVAL > Invoices > Invoice discrepancy > Approve invoice discrepancies
If so configured in Invoice Options, this utility can be used to approve or reject invoice discrepancies for PO-related invoices. For more information, see About Invoice Discrepancies.
This utility can also be used to approve/reject non-PO invoices, again, depending on the settings in Invoice Options.
Invoices that are logged here for approval will remain “on hold” until approved, at which point they will either be processed immediately or returned to the original user for final processing, depending on which utility they used to enter the invoice in the first place.
The permitted threshold (allowable invoice discrepancy limit) in your user profile will determine the value of invoice discrepancies that you will be able to approve with this utility.
You can optionally receive an e-mail notification when an invoice discrepancy needs approval for a PO that you created.
Questions & Options
1.On the way into the Invoice Discrepancy Work Area, you will be prompted to select a filter. This will determine which invoices you will see on the Invoice Discrepancy Summary Screen.
| One of the options is to only view discrepancies related to Purchase Orders that you created ("YOUR POs"). This option can be used if Buyers are responsible for approving their own invoices, while the other options, such as the option to view ALL discrepancies,might be used if a single manager/approver was responsible for approving all discrepancies (e.g. the A/P Manager). |
| TIP for end-users: You can use the “Don’t ask me again” option to default this question. |
| TIP for System Administrators: If Buyers are only permitted to approve their own invoices, this option can be set and locked so that the user is permanently restricted. |
Invoice Discrepancy Summary Screen
This screen lists each pending invoice line item that needs approval (i.e. the same invoice number may appear more than once if there is more than one line item on it).
Invoice Discrepancy Details Screen
This screen shows the details of the discrepancy, including the invoice line item details and, for PO-related invoices, the details of the applicable PO line item, so that you can easily compare and see why the discrepancy occurred. For non-PO invoices and for new PO line items that were added during invoice entry (e.g. additional freight charges, etc.), the PO-related fields will be blank.
From this screen, you can either approve the invoice, reject/deny it or, if you would like to approve a different amount, you can change the amounts in the bottom-left corner of the screen before clicking [APPROVE].
