Checklist: Configure and Enable Approvals for Accounts Payable Invoices

You can set up a process for approving accounts payable invoices.

You upload and approve AP invoices that you receive from vendors in Accounting > AP Invoice Approvals in the desktop application.

Checklist for Configuring and Enabling Approvals for Accounts Payable Invoices

Step	Description	Location
1	The Accounting application must be activated.	Modules tab in Settings > General Systems
2	If you use the DPS on-premise product, you must configure Transaction Document Management and have Microsoft SQL Server FILESTREAM enabled. FILESTREAM is required for uploading accounts payable vendor invoices into DPS. It is required before you can create and enable an approval workflow for the AP Invoice Approvals application. For more information about configuring Transaction Document Management and FILESTREAM, see Configuring Supporting Documents for DPS .
3	If you use organizations in DPS and you want accounts payable invoices to be approved by someone at the organization level, add approval roles at the organization level. Assign an employee to the approval role.	Create approval roles for all your organizations in Settings > Organization > General in the desktop application. Assign approval roles to your organizations and assign one employee to an approval role. You can do this in one of two locations: Settings > Organization > General: Assign one or more organizations to an approval role and assign one employee to the approval role. This allows you to set up approval roles for all of your organizations in one place without having to look at each organization individually. Settings > Organization > Individual: Assign one or more approval roles to each individual organization, then assign one employee to each approval role.
4	Create an approval workflow for accounts payable invoices.	Settings > Workflow > Approval Workflows in the desktop application. When you create an approval workflow, select AP Invoice Approvals in the Application field on the General tab. On the Workflow tab, set up the approval steps for the workflow, and add approvers and notification alerts and/or actions for each step. You can also add a validate error action to an approval step so that an error message displays when an approver tries to approve a step but information is missing in required fields.
5	Enable approvals for accounts payable invoices, and assign an approval workflow	Settings > Accounting > Company AP in the desktop application In the AP Invoice Approvals section of the Accounts Payable tab, select the Use Approval Workflow for AP Invoice Approvals check box. In the Approval Workflow field, select the approval workflow to use. When you save these settings, the next time a user clicks Submit on the toolbar of the AP Invoice Approvals form in Accounting > AP Invoice Approvals, the approval process starts for an AP invoice. A Progress tab displays on the AP Invoice Approvals form.