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.

Checklist for Configuring and Enabling Approvals for Accounts Payable Invoices

Step	Description	Location in Vision
1	The Accounting module must be activated.	Configuration > Module Activation
2	You must have Microsoft SQL Server FILESTREAM enabled for use with Vision's Transaction Document Management feature. FILESTREAM is required for uploading Accounts Payable vendor invoices into Vision, and it affects access to configuration settings for AP invoice approvals.	See the Deltek Vision Advanced Technical Installation Guide for instructions on configuring FILESTREAM.
3	If you use organizations in Vision 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 Configuration > Organization > General. Assign approval roles to your organizations and assign one employee to an approval role. You can do this in one of two locations: Configuration > Organization > General — Assign one or more organizations to an approval role and assign one employee to the approval role. Configuring approval roles here allows you to configure the approval roles for all your organizations from one screen without having to open each individual organization in a separate configuration screen in Individual Organization Setup. Configuration > Organization > Individual — Open each organization individually, and assign one or more approval roles (that were set up in Organization General Setup), then assign one employee to an approval role.
4	Create an approval workflow for accounts payable invoices.	Configuration > Workflow > Approval Workflows When you create an approval workflow, select AP Invoice Approvals in the Application field on the General tab. Microsoft SQL Server FILESTREAM must be enabled before you can create an approval workflow for the AP Invoice Approvals application. 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 for it.	Configuration > Accounting > Company AP In the AP Invoice Approvals section of the Accounts Payable tab, select the Enable AP Invoice Approvals check box. In the Approval Workflow field, select the approval workflow to use. This section displays only if you have Microsoft SQL Server FILESTREAM enabled for use with Vision's Transaction Document Management feature. 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.