[AP] Unapproved Invoice Status

Use the AP Unapproved Invoice Status form to:

• View invoices pending review, approved, or rejected

• See which invoices are assigned to specific reviewers or reviewer groups

• Review approvals and rejections

• Email reviewers

• View invoice attachments

• Access Unapproved Invoice Posting

How to Find Invoices

Use one or more of these filters (press F4 to select):

• Responsible Person – Shows invoices assigned through reviewer groups where that person is the responsible owner

• Reviewer – Filters by assigned reviewer

• Reviewer Group – Filters by reviewer group

• Vendor – Filters by vendor

Important:
If a reviewer group is removed and re-added manually on an invoice, filtering by Responsible Person may not work. To fix this:

• Remove the reviewer group

• Save the invoice

• Reassign the reviewer group

Status Checkboxes

Use these to narrow or expand results:

• Show Rejected – Rejected lines (red)

• Show Unapproved – No action taken yet

• Show Approved – Approved lines (blue)

• Show Ready – Ready for reviewer visibility

• Show Not Ready – Not yet visible to reviewers

Reviewer Visibility Rules

• If a reviewer group is assigned at the line level, only that group’s responsible person sees the line

• The header-level responsible person will not see line-level reviewer status

Viewing and Managing Invoices

1. Enter filter criteria

2. Select at least one status checkbox

3. Click Fill Grid

Viewing and Acting on Invoices

• To see invoice details or make changes, select the invoice and click Invoice Setup
  (Security access required)

• When you select an invoice line:

• Invoice Total shows the full invoice amount

• Line Details depend on the line type:

• Job: job / phase / cost type

• Equipment: equipment, cost type, cost code

• Inventory: location / material

• Expense: material

• PO: PO number / item

• SL: subcontract, job, phase, cost type

Emailing Reviewers

• Select the invoice line and click Email

• Your email opens automatically, addressed to the reviewer

• The subject line fills in invoice and line details

• Use Reviewer Memo to add notes if needed

Posting Unapproved Invoices

• If ready to post, go to File > Unapproved Invoice Post

• The system automatically:

• Restricts by Responsible Person

• Fills in the responsible person’s ID