[AP] Checklist for Creating Invoices that Require Approvals

1. Set Up Reviewers

• In HQ Reviewer, add all users who will approve invoices.
• Make sure each reviewer has the correct User Name.

2. (Optional) Set Up Reviewer Groups

Use Reviewer Groups if you have multiple reviewers or need an approval order.

• Control approval sequence
• Assign a Responsible Person
• Allow “view only” for lower-level reviewers
• Send rejection emails
• Enforce required information

3. (Optional) Assign Default Reviewers

• By Vendor:
  • AP Vendor Master > Add’l Info
  • Assign one reviewer (no reviewer groups)
• By Job:
  • JC Job Master > Info / Reviewer tab
  • Assign individual reviewers or reviewer groups
  • Job-level reviewers show on invoice lines

4. Enter the Invoice

• Use AP Unapproved Invoice Entry.
• Add at least one line item.
• Save and close — the invoice is automatically routed to the first reviewer.

5. Review & Approve

• Go to AP Unapproved Invoice Review.
• Reviewers:
  • Enter their Reviewer Code
  • Click Refresh
  • Approve or Reject assigned invoices

6. Check Status (Optional)

• With Reviewer Groups:
  • Use AP Unapproved Invoice Status
• Without Reviewer Groups:
  • Run AP Unapproved Invoices by Reviewer report

7. Post Approved Invoices

• Create an AP batch.
• Select the expense month.
• Click Update to pull approved invoices.
• Post the batch.

8. Pay the Invoice

• Pull invoices into the AP Payment Work File.
• Create and post the payment batch.

The invoice is reviewed, approved, posted, and paid using the proper workflow.