Approve PO Invoices

Use this screen to approve purchase order (PO) invoices that are submitted through the Supplier Portal, entered on the Manage Invoices screen, created on the Create Subcontractor Invoices screen, or entered on the Manage Subcontractor Invoices screen.

Note: This screen displays only if you are licensed for Supplier Portal.

The following invoices created through Manage Invoices display on the Approve PO Invoices screen:

• Those manually created without shipment
• Those manually created from shipment
• Those automatically created

In addition, if email notification is enabled (that is, the Invoice Email Notification check box is selected on the Configure Purchase Order Voucher Settings screen), Costpoint sends an email notification to the supplier, regardless of PO type and Subcontractor Management license, when any of the following actions are performed in Approve PO Invoices:

• The internal approver approves the invoice either manually or digitally.
• The internal approver adds or changes the entry in the Notes field without changing the approval status of the existing invoice.
• The internal approver withdraws the previous approval, either by clearing the Approved check box or by selecting Unsign from the Sign drop-down list on the toolbar (the latter if digital signature applies to the invoice).

Various information about the PO invoice is available on this screen to facilitate the approver's decision in approving. Most fields are display-only and cannot be edited. You can modify the fields in the Default Receiving Info group box. Editable fields in the Internal Approval and Supplier Approval group boxes depend on whether or not you are licensed for Supplier Portal and whether or not digital signature applies to the PO invoice for approval.

Costpoint performs validation to ensure that the receipt ID, packing slip, and material handler exist for the PO invoice before it can be approved internally. Internal approvers should check the Default Receiving Info group box for any missing information in these fields.

For subcontractor invoices created or entered through Create Subcontractor Invoices or Manage Subcontractor Invoices, only those that are pending approval and have the Submit for Approval check box selected in Manage Subcontractor Invoices display on this screen.

After the PO invoice is fully approved, it becomes a voucher. However, for subcontractor invoices, even if the invoice is partially approved, some changes are not allowed depending on the followings settings:

• If the Require Subcontractor Approval check box is selected on the Configure Subcontractor Management Settings screen, the invoice is considered fully approved only after both internal and subcontractor approvals are completed. If the invoice is approved either internally or by the subcontractor (but not both), it is considered partially approved, and no further changes will be allowed on the Manage Subcontractor Invoices screen.
• If the Require Subcontractor Approval check box is not selected on the Configure Subcontractor Management Settings screen, the invoice is considered fully approved only upon internal approval; the subcontractor approval is optional. If the invoice is approved by the subcontractor (but not internally), it is not considered partially approved, and changes will be allowed on the Manage Subcontractor Invoices screen.

Upon approval, Costpoint automatically creates receipts for three-way match purchase order (PO) lines using the default packing slip and receipt ID on this screen's header section.