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Approve For Purchase Invoice

Purchase Invoice Approval

Purpose

The Purchase Invoice Approval process is used to review and approve Purchase Invoices before payment is made. Approval workflows help ensure purchasing controls and authorization requirements are followed.

Configure Approval Process

Step 1

Navigate to:

Purchase → Settings → Approval Settings

Step 2

Create an approval process with:

Related = Purchase Invoice

Step 3

Configure one or more approvers.

Only 1 Person Needs to Approve the Transaction

If your approval workflow contains multiple approvers, you can enable:

Only 1 Person Needs to Approve the Transaction

Result

  • Any one approver can approve the Purchase Invoice.

  • The Purchase Invoice status changes according to the approval workflow.

  • Remaining approvers are not required to approve the transaction.

If this option is disabled:

  • All configured approvers must complete the approval process according to the workflow.

Submit Purchase Invoice for Approval

Step 1

Navigate to:

Purchase → Invoices

Step 2

Create a new Purchase Invoice.

Step 3

Open the Purchase Invoice details.

Step 4

Click Send Approval Request.

Result

  • Approval notifications are sent to the assigned approvers.

  • Approvers receive notifications through:

    • Web Notifications

    • Email Notifications

Approve or Reject Purchase Invoice

Step 1

Log in using an approver account.

Step 2

Open the Approval menu or click the approval notification.

Step 3

Review the Purchase Invoice information.

Step 4

Select one of the following actions:

  • Approve

  • Deny

Result

The Purchase Invoice status is updated according to the approval decision.

Create Payment After Approval

Purpose

Payments can only be created after a Purchase Invoice has been approved.

Step 1

Open the Purchase Invoice details.

Step 2

Click Payment.

Step 3

Enter:

  • Amount

  • Payment Date

  • Payment Mode

Step 4

Click Save.

The payment transaction is created.

Workflow Rules

Approved Purchase Invoices

For Purchase Invoices with Approved status:

Users can:

  • View Purchase Invoice details

  • Delete Purchase Invoices

  • Apply Debit Notes

  • Create Payments

Apply Debit Notes

Debit Notes can only be applied to:

  • Approved Purchase Invoices

Purchase Invoices that are not approved cannot receive Debit Note applications.

Payment Restrictions

Payments can only be created for:

  • Approved Purchase Invoices

Payments cannot be created for:

  • Draft Purchase Invoices

  • Pending Approval Purchase Invoices

  • Rejected Purchase Invoices

Special Behavior: Payment Created from Purchase Order

Purpose

When creating a payment directly from a Purchase Order, the system automatically creates the required Purchase Invoice.

Workflow

Step 1

Open the Purchase Order details.

Step 2

Navigate to:

Payment Record → Payment

Step 3

Create the payment.

Result

The system automatically:

  1. Creates a Purchase Invoice.

  2. Automatically approves the Purchase Invoice.

  3. Creates the payment transaction.

This behavior occurs even when a Purchase Invoice approval workflow has been configured.

Status Flow

Status Description
Draft Purchase Invoice has been created but not submitted for approval.
Pending Approval Awaiting approval decision.
Approved Purchase Invoice has been approved and can receive payments and debit notes.
Rejected Purchase Invoice has been denied.

Synchronization

Purchase Invoice approval data is synchronized with:

  • Purchase Invoices

  • Approval Workflows

  • Payments

  • Debit Notes

  • Purchase Orders

  • Notifications

  • Accounting

  • Audit Logs

Permissions

Permission Description
View Purchase Invoices Allows users to view Purchase Invoices.
Create Purchase Invoices Allows users to create Purchase Invoices.
Send Approval Request Allows users to submit invoices for approval.
Approve Purchase Invoices Allows users to approve invoices.
Reject Purchase Invoices Allows users to reject invoices.
Create Payments Allows users to create invoice payments.
Apply Debit Notes Allows users to apply Debit Notes to invoices.

Important Notes

  • Purchase Invoice approval workflows are configured in Approval Settings.

  • Multiple approvers can be assigned to a Purchase Invoice approval process.

  • The "Only 1 Person Needs to Approve the Transaction" option allows a single approver to complete the approval process.

  • Payments and Debit Notes can only be created for Approved Purchase Invoices.

  • Approved Purchase Invoices can still be deleted if required.

  • Purchase Invoices automatically created from Purchase Order payments are automatically approved, regardless of Purchase Invoice approval settings.

  • Approval notifications are delivered through both email and web notifications.

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