Actions Bar of the AP Invoice Approvals Form

Use this toolbar to perform tasks for the AP Invoice approvals workflow.

Commonly Used Actions

Field	Description
Save	Click this option to save the record.
Submit	This option applies whether or not you use approval workflows to approve the record. Any user who has access to the application can create and submit AP invoice approval requests. The Submit option is enabled after you save a record. Click this option to submit the record and start the approval process. If you are an approver for the record, after a record is submitted, the Approve option displays on the Actions bar of the form so that approvers and/or the workflow approval administrator can approve, reject, or reassign the approval step. The Approve options on the Actions bar are enabled after you click the Submit option.
Approve	This option displays when you use an approval workflow to approve AP invoice approval records. You specify whether or not invoice records use an approval workflow on the General tab of Settings > Purchasing & Inventory > Company in the desktop application. You set up the approval workflow in Settings > Workflow > Approval Workflows in the desktop application. The Approve option displays after an invoice record is submitted if you are an approver for the current step of the approval process. If you reassign the current approval step and select the Move Assignment option on the Change Assignment dialog box, the Approvals option is removed from the toolbar for the employee you entered in the From field on the dialog box, who is no longer is assigned to the approval step. If the employee who is removed from the assignment is the approval administrator for the approval workflow, then the Approvals option remains on the toolbar. Click this option, and then select one of the following items from the list: Approve: Select this option to approve the record. On the Approve dialog box, enter a comment and click OK. The approval process continues to the next step based on the configured approval workflow for the record. This option is available based on the state of the workflow. This option is not available in the List View. Reject: Select this option to reject the record. On the Reject dialog box, enter a required comment and click OK. Based on the configured approval workflow for the record, the record could be sent back to the employee who submitted it. The Reject option is not available if you make changes to a record while the workflow state is In Review. It is also not available when None is selected in the Reject Action field on the Workflow tab in Settings > Workflow > Approval Workflows in the desktop application for an approval workflow step. While in List View, you can reject one or multiple records on the grid. The Reject dialog box also opens when you reject an approval request in List View. In this case, you are required to enter a comment, which is saved for all the selected records that you are rejecting. Review: This option applies if an approval workflow step has been configured with a workflow state of In Review to allow you to edit a record during the approval process. If you edit a record, the Review option replaces the Approve and Reject options. Select Review after you make edits. Based on the configured approval workflow for the record, the record is sent to the next approval step or sent back to the first approval step to restart the approval process. This option is not available in List View. Reassign: This option is available if the approval workflow for the record allows approvers to reassign the approval step (the Allow Approvers to Reassign check box is selected on the General tab in Settings > Workflow > Approval Workflows in the desktop application, for the approval workflow). The option is also available if you are the approval administrator for the record's approval workflow. Select this option to open the Change Assignment dialog box and assign an additional employee to the current approval step for the record or move the approval assignment from one approver to another employee. Suspend: This option is available for the assigned approver for the approval request. Select this option to put a record that was submitted for approval on hold. This option does not display after the record for approval is suspended. Resume: This option is only displayed for suspended records and the assigned approver of the record. Select this option to resume a suspended record for approval so that the record can be approved through the approval workflow.

Other Actions

Field	Description
Voucher Options	This option displays only if your security role has rights to: Process accounts payable voucher transactions. You define transaction security rights on the Accounting Tab of the Roles form in Settings > Security > Roles. On this tab, you must select the Full Access to All Transaction Types option. In the Transaction Type grid, you then select the Enter option for the type of payment. Create vouchers from purchase orders. This option applies only if you configured AP Invoice Approvals to automatically create AP vouchers from a final approved AP invoice. To do this for an AP invoice approval workflow, use the Workflow tab in in Settings > Workflow > Approval Workflows in the desktop application. The Voucher Options drop-down list is not enabled when an AP invoice approval is not yet submitted and the AP invoice's company (entered in the Company field) does not match the active company. To create an AP voucher from an approved AP invoice using Voucher Options, you must select the company in which you want to create the AP voucher when you log in. Use Voucher Options to enter information for the AP voucher that will be automatically created when you final approve an AP invoice. You enter this information before you click Approve to final approve the AP invoice. Select one of the following items from the Voucher Options submenu: Transaction Center Voucher Options: Select this option if you did not enter a purchase order in the Purchase Order field on the AP Invoice Approvals form. On the Transaction Center Voucher Options dialog box that displays, specify an AP voucher transaction file for posting the voucher in the Transaction Center. Enter other voucher information, such as the voucher date, voucher number (if applicable), and bank on the dialog box. When you final approve the AP invoice, an AP voucher is created, which you must post in the Transaction Center. Create Voucher from Purchase Order Options: Select this option if you entered a purchase order in the Purchase Order field on the AP Invoice Approvals form. If you are using transaction files, on the Create Voucher from Purchase Order Options dialog box, specify an existing or new run (batch file) for posting the voucher in the Create Voucher from PO application. Enter other voucher information, such as the voucher date, voucher number (if applicable), and bank on the dialog box. If you are not using transaction files, you only need to specify the voucher date and bank. When you final approve the AP invoice, an AP voucher is created, which you must post in Transaction Center > Create Voucher from PO in the desktop application. If you try to final approve an AP invoice and you have not entered information on the correct dialog box, the appropriate dialog box automatically displays so that you can enter the required information before the invoice is final approved. If the Purchasing application is not installed, the Create Voucher from Purchase Order Options option does not display.
Notes	Click this option to enter your notes or comments for the AP Invoice on the Notes dialog box.
Show/Hide Approvals Timeline	Click this option to show or hide the Approvals Timeline at the top of the form.
Delete	Click this option to delete the record displayed on the form. You cannot delete records that are in progress and approved. When you delete a record, it is removed permanently from the database. You cannot undo this step. This option is not available in List View.