How to approve or reject invoices - NextGen

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.

Invoice Approvers and Super Approvers can see all invoices currently waiting on their approval in the Pending Approval tab. This guide will walk you through all aspects of approving invoices. 

• View your Pending Approval invoices
• Approve an invoice
• Reject an invoice
• Batch approve or reject invoices
• Edit invoice coding before approval (Super Approvers only)

View Pending Approval invoices.

Each approver will see the invoices pending their approval in the Pending Approval tab. Click on an invoice to go into the invoice details and review the coding before approving or rejecting it. If you are unable to see specific invoices in the Pending Approval tab, ensure that you do not have any custom filters enabled which might be altering your view. 

Approving invoices

Click into the invoice details view to review the coding. From here you can view the header and line item fields to ensure they are coded correctly and view the invoice image to verify this is correct as well.

Click Approve once the coding is verified to add your approval to the invoice. If you are the only approver, the invoice will move to Approved status in the Ready to Export tab. Your approval will be recorded on the invoice and can be viewed by clicking the thumb icon. 

If there are multiple approvers in the workflow, the invoice will stay in PA status with your approval recorded, and show who is remaining to approve it.

Rejecting invoices

Click into the invoice details view to review the coding. Like with approving an invoice, you can view the header and line item fields to ensure they are coded correctly and view the invoice image to verify this is correct as well.  If the invoice needs to be rejected, click the red Reject button. When rejecting an invoice, you must leave a comment explaining the reason for rejection. Rejected invoices return to the In Progress tab in rejected status.

Batch approve or reject invoices

Batch approving invoices

Approver can batch approve invoices. Select the invoices you want to approve, and click the green Approval button. Click the dropdown icon beside Approve to leave a comment on the invoices. The invoices then move to the next approver, or fully approved invoices move to the Ready to Export tab. 

Batch rejecting invoices

Approvers can also batch reject invoices. Select the invoices you want to reject, and click the red Reject button. You must leave a comment when rejecting invoices. Rejected invoices immediately change to Rejected status and move to the In Progress tab. 

Edit invoices coding before approval (Super Approvers only)

Users with the Super Approver role can make some coding changes to invoices while in Pending Approval status. You can learn more about the Super Approver role here.