Applicable to: Buyer Hub
The invoice approval status feature extends the functionality of the 3-way match report by allowing users to mark invoices as either Approved, In Review, or Rejected. This is particularly useful when deciding on the next steps based on the results of the 3-way match.
Note: The statuses are simply internal flags you apply to invoices. They remain editable and the supplier will NOT be informed of the status. You can change the statuses at any time as long as they have not been exported externally to Xero/QBO.
Before setting an approval status:
Review the 3-way match report for the invoice in question.
For instance, if the unit price matches but the quantity fails, you may consider rejecting the invoice.
Setting approval status
To set the approval status on invoices:
Select an invoice to view its details.
Click the Approve/Reject button at the top and select the appropriate status.
Viewing invoices with approval status
On the Invoices page, you can view the status of all invoices. They are marked with an icon next to the invoice amount.
You can filter the list of invoices to show only invoices with certain approval statuses.
Rejected invoices cannot be exported to Xero/QBO. If you need to export those invoices, you need to change the status to Approved or remove the status first.
Once an invoice is approved and exported to Xero/QBO, the status becomes locked. After exporting, attempting to change the status will result in a notification that the status cannot be altered.