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Starting the Invoice Approval Process

Karalee Rhoten
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Corpay Complete offers two ways to start the invoice approval process:

  • Automated Approval Workflow: The Automated Approval Workflow uses the approval process that was configured during your Corpay Complete implementation. This approval process begins automatically when an invoice, purchase order, or payment is submitted.
  • Manual Approval: The Manual Approval allows Admin users to select one or more approvers from a user list manually.

This article discusses the following topics:

Automated Approval Workflow

Manual Approval

NOTE: The visibility of fields and information in Corpay Complete is based on roles and permissions assigned to users in addition to company configuration. As a result, some fields or information may not be visible or may only be available in a view only format. Follow your company’s accounting processes when completing tasks in Corpay Complete.

Adding an Approver to an Automated Approval Workflow

In this section, you will learn how to add an approver to and restart an automated approval workflow.

Changes to automated approval workflows are not retroactive. You must restart the automated approval process on pending invoices, payments, or purchase orders to have the approval sent to a new approver.

NOTE: The following example describes how to add an approver to an invoice automated approval workflow, but the process is the same for a payment or purchase order.

1. Log in to Corpay Complete.

2. Select the Administration menu item from the left-side navigation pane.

NOTE: The visibility of pages and information in Corpay Complete is based on roles and permissions assigned to users by a company as well as company configuration. As a result, the pages in your left-side navigation pane may be different from the pages in the image above.

3. Select the Approval Settings tab on the Administration page.

4. On the Approval Workflows tab, select Invoice from the Workflow type drop-down.

NOTE: If you are updating a payment or purchase order workflow, select Payment or Purchase Order from the Workflow type drop-down.

5. In the Invoice pane, select the + Step button.

6. Enter a name for the approval step in the Label field.

7. Ensure the Status drop-down is set to Active.

8. Ensure the Designation drop-down is set to Approval.

9. Select User from the Approver(s) drop-down.

10. Select the approver name from the Approver Name drop-down.

11. Check the Skip Duplicate Approvers checkbox to skip approvers who may be in the automated workflow more than once.

12. Check the Require Distinct Approvals checkbox to require distinct approvals during the review process. If this option is not selected, the workflow will automatically approve a step if an approval has been received from the same user in a previous step.

13. Select the Email Notification checkbox to send the approver an email notification when the approval workflow is started.

14. Select the Email Reminder checkbox to send the approver an email reminder if the approval has not been completed after seven days.

15. Select the +Trigger button to add a trigger to the approval step:

  • Default
  • Approver Amount
  • Amount
  • Subsidiary
  • Department
  • Location
  • Vendor
  • Account
  • Purchase Order
  • Business Unit
  • Submitter/Requestor
  • Line Department
  • Line Location
  • Line Business_Unit
  • Custom Question 
  • Custom Trigger

NOTE: Submit a Corpay Complete Support ticket to request a Custom Question and/or Custom Trigger.  

16. Enter a description for the approval step in the Description field.

17. Click the Save button to update the automated approval workflow and add the new approver.

18. If you have an invoice that is pending approval, select the Invoices menu item from the left-side navigation pane.

19. On the Processing Invoices tab, enter the invoice number in the Invoice Number Filter field or search for the invoice in the Invoices table.

20. Use one of the following methods to open the invoice:

a. Select the invoice number from the Number column. OR

b. Click the View  icon in the Actions column.

21. On the Invoice Info tab of the Invoice Details page, scroll down to the Approval Workflow pane.

22. Click the Restart button.

NOTE: You may also restart the approval workflow on multiple invoices.

23. The approval workflow will be restarted and will be sent to the new approver.

Restarting Multiple Automated Approval Workflows

In this section, you will learn how to restart multiple automated approval workflows using the Bulk Action feature. This feature is helpful if you edited an automated approval workflow but have multiple invoices, payments, or purchase orders that have pending approvals.

NOTE: The following example describes how to restart the automated approval workflow for multiple invoices, but the process is the same for payments or purchase orders.

1. Select the Invoices menu item from the left-side navigation pane.

2. On the Processing Invoices tab, select the checkboxes to the left of the invoices that need to have the automated approval workflow reset.

3. Select the Bulk Actions drop-down and then select the Create/Reset Approval Workflow item.

4. The Bulk Approval Workflow dialog will display, and the automated approvals will be reset.

5. Click the Ok button to close the Bulk Approval Workflow dialog.

6. The automated approval workflow will be started for the selected invoices.

Sending an Invoice to an Approver

In this section, you will learn how to send an invoice to an approver without updating the automated approval workflow.

NOTE: The following example describes how to send an invoice to an approver after an automated approval workflow has been started, but the process is the same for a payment or purchase order.

1. Select the Invoices menu item from the left-side navigation pane.

2. On the Processing Invoices tab, enter the invoice number in the Invoice Number Filter field or search for the invoice in the Invoices table.

NOTE: Select the All Invoices tab if the invoice cannot be found on the Processing Invoices tab.

3. Use one of the following methods to open the invoice:

a. Select the invoice number from the Number column. OR

b. Click the View  icon in the Actions column.

4. On the Invoice Info tab of the Invoice Details page, scroll down to the Approval Workflow pane.

5. Click the Request Approval button.

6. In the Request Approval dialog, select an approver from the Approver drop-down.
7. Enter an optional note in the Note to Approver field.
8. Click the Send Approval Request button.

9. The approval will be sent to the designated approver.

Previewing an Automated Approval Workflow

In this section, you will learn how to preview the steps in an automated approval workflow.

NOTE: The following example describes how to preview an invoice automated approval workflow, but the process is the same for a payment or purchase order.

1. Select the Invoices menu item from the left-side navigation pane.

2. On the Processing Invoices tab, enter the invoice number in the Invoice Number Filter field or search for the invoice in the Invoices table.

3. Use one of the following methods to open the invoice:

a. Select the invoice number from the Number column. OR

b. Click the View  icon in the Actions column.

4. On the Invoice Info tab of the Invoice Details page, scroll down to the Approval Workflow pane.
5. Select the Preview Workflow button.

6. The Workflow Preview dialog will display the approval steps and approver information.

Starting a Manual Approval

In this section, you will learn how to send an invoice to one or more approvers manually.

NOTE: You must be an Admin user to perform these steps.

1. Select the Invoices menu item from the left-side navigation pane.

2. On the Processing Invoices tab, enter the invoice number in the Invoice Number Filter field or search for the invoice in the Invoices table.

3. Use one of the following methods to open the invoice:

a. Select the invoice number from the Number column. OR

b. Click the View  icon in the Actions column.

4. On the Invoice Details page, scroll down to the Approval Workflow pane.
5. Click the Request Approval button.

6. In the Request Approval dialog, select one or more approvers from the Approver drop-down.
7. Enter an optional note in the Note to Approver field.

8. Click the Send Approval Request button. An e-mail will be sent to each approver.

 

 

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