Toolbar of the AP Invoice Approvals Form

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

The AP Invoice Approvals form displays in the AP Invoice Approvals application, as well as from other applications:

Application from which You Open the AP Invoice Approvals Form	What You Have Access To
Accounting > AP Invoice Approvals	You can enter information in the fields on all the tabs. All the toolbar options are available.
Accounting > Accounts Payable > Vendor Review	The form displays within a dialog box, and all information is read-only. Only the Print and Help options are available on the toolbar.
Alerts Dashpart	The form displays within a dialog box, and all the information is read-only. You can use the Approvals toolbar option to approve or reject an AP invoice.

Contents

Field	Description
Save	Click this option to save the changes you made for a record.
Upload	Click this option to display the dialog box where you can select a file that will be uploaded and used to create new AP Invoice Approval records. You can select one file or multiple files for upload. If you select multiple files to be uploaded, Vision displays a message and you can specify whether each file will be made into an AP invoice approval record or if all the files will be grouped into a single AP invoice approval record.
Delete	Click this option to delete the record that is 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 Vision database. You cannot undo this step. This option is not available in List View.
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 Approvals option displays on the toolbar of the application form so that approvers and/or the workflow approval administrator can approve, reject, or reassign the approval step. The Approvals options on the toolbar are enabled after you click the Submit option.
Approvals	This option displays when you use an approval workflow for approving AP invoice approvals records. You specify whether or not invoice records use an approval workflow on the General tab in Configuration > Purchasing & Inventory > Company Settings. You set up the approval workflow in Configuration > Workflow > Approval Workflows. The Approvals 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 drop-down list: Approve — Select this option to approve the record. On the Approve dialog box, enter a comment as needed, 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 Approval Workflows Configuration 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 Approval Workflows Configuration 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.
Print	Click this option, and then select one of the following options from the drop-down menu: Print Current AP Invoice — Select this option to print the AP Invoice Approvals record that is displayed on the AP Invoice Approvals form. It opens the AP Invoice Approvals Form report options dialog box from which you select reporting options and then print the record. On this dialog box, you select whether to print a draft, final, or reprinted purchase order. To print using a previous version of Vision's printing technology (with slightly different formatting), press the CTRL key on your keyboard while you click Print Current AP Invoice at the same time. Select AP Invoice — Use this option to select a different template with which to print the purchase order that is displayed on the AP Invoice Approvals form. This opens the AP Invoice Approvals Form report options dialog box from which you select another template and then print the purchase order. Print Summary Report — Select this option to generate the Purchase Order Status report.
List View / Detail View	Either the Detail View or the List View option, but not both are available on the toolbar. Detail View — This option is available while you are on the List View of the form. Click this option to change to the Detail View and display the information on tabs. This is the default view that displays when you open the form. The Detail View is the view that is described in help topics. List View — This option is available while you are on the Detail View of the form. Click this option to change from the Detail View to the List View and display the information as a grid on the form. The fields for each record are displayed in columns in a grid rather than on separate tabs. In the grid, you can display one or more records at a time. You can add, remove, or change the order of the columns in the grid by clicking the Select Fields option on the grid toolbar. On the grid toolbar, you also have the access to grid options on the grip drop-down: To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into this field, in the sequence that you want them to display.
Voucher Options	This option displays only if your security role has rights to process accounts payable voucher transactions and 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. You enter this configuration for an AP invoice approval workflow on the Workflow tab in Configuration > Workflow > Approval Workflows. Voucher Options is not enabled when an AP invoice approval is not yet submitted (0 displays in the Step field in the Approval Information section on the General tab) and the AP invoice's company (entered in the Company field in the Approval Information section of the General tab) does not match the active company. The active company is the company that you selected when you logged in to Vision. 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 to Vision. 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 Approvals > Approve to final approve the AP invoice. Select one of the following items from the Voucher Options submenu: Transaction Center AP Voucher Options — Select this option if you did not enter a purchase order in the Purchase Order field on the general tab of the AP Invoice Approvals form. On the Create Transaction Center AP 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, Vision creates an AP voucher, 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 General tab of the AP Invoice Approvals form. On the Create Voucher from Purchase Order Options dialog box that displays, specify a Create Voucher from PO 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. When you final approve the AP invoice, Vision creates an AP voucher from the purchase order, which you must post in the Create Voucher from PO 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.
Help	Click this option for information about AP Invoice Approvals.