What Is Approval and How Does It Work?  

When you have ‘Approval Required’ switched on in the supplier rules for any of your suppliers, the invoices and credit notes for this supplier will be sent for approval to the user(s) outlined/selected in the supplier rules 

The system then adds an ‘Awaiting Approval’ document action to these invoices and credit notes with a date and time stamp of when the document was matched to a template and processed into your account 

The ‘Awaiting Approval’ document action will only be added for the specific user(s) outlined/selected in the supplier rules for this supplier. Only that user will be able to see these documents in their ‘Approval’ folder on the Dashboard when they are logged in 

That user will then be able to approve these invoices and credit notes. When all required approvals are completed, these documents will be moved to the ‘Upload’ folder awaiting a user to upload these to your accounts package 

Please note that PO matching with an invoice happens in the Approvals section - If you wish to match an Invoice to a PO or GRN, you must have Approvals turned on for that supplier.

What Is Review and How Does It Work?  

When you have ‘Review Required’ switched on in the supplier rules for any of your suppliers, the invoices and credit notes for this supplier will be sent for review to the user(s) outlined/selected in the supplier rules 

The system then adds an ‘Awaiting Review’ document action to these invoices and credit notes with a date and time stamp of when the document was matched to a template and processed into your account 

The ‘Awaiting Review’ document action will only be added for the specific user(s) outlined/selected in the supplier rules for this supplier. Only that user will be able to see these documents in their ‘Review’ folder on the Dashboard when they are logged in 

That user will then be able to review these invoices and credit notes. The ‘Awaiting Review’ action does not need to be completed before these documents get approved and then uploaded to your accounts package 

What Is the Difference Between Approval and Review? 

The main difference between approval and review is that the ‘Awaiting Approval’ document action must be completed before the document(s) will move to the upload folder to then be uploaded to your accounts package 

While the review document action can be completed at any time from the time the document comes into your account, even after the document has been uploaded to your accounts package 

The document(s) will remain in the ‘Review’ folder of the user(s) who is set in the supplier rules for ‘Review Required’ until they go into their ‘Review’ folder and click to complete the ‘Awaiting Review’ document action