Payment Approval Process

Purchasing Management’s optional payment approval process provides a way for individual approvers to verify received invoices are correct and ready to pay.  Once verified, the invoice number of the invoice is available in Accounts Payable’s invoice # drop-down field.  Selecting an invoice number will cause the program to complete the invoice entry.

Setup

To activate the optional payment approval feature follow these steps. 

1. Hover over Modify and choose Company Information. 
2. Place a check mark in the "Use Payment Approval Process" field. 
3. Next, hover over Modify and choose Approval Paths.  
4. You can use any existing approval path for payment approval or create new approval paths.  
5. Place a check mark in the "Use for Payment Approval Path" field on existing or newly created paths.

Use

Upon receiving an invoice for a previously approved purchase, an approver needs to begin the payment approval process by locating and opening a previously approved request.  

1. Hover over Manage and choose Requests. 
2. Choose the proper "Payment Approval Path".  
3. Click on the "Payment Approval" tab. 
4. Click the "Add Invoice Payment Approval" link. 
5. Select to close or leave the purchase order open.
6. Enter the "Invoice Number" and modify any of the existing information that needs correcting. 
7. Click the "Submit for Approval" field that will then either send to next approver or complete the payment approval process.

Updated January 29, 2026 15:56