Invoices Pending Approval Page

The Invoices Pending Approval page displays all the invoices/credit memos from the last 30 days (default)that were submitted by the Collector user, pass validations defined by the associated agency, and that are pending approval by the Disburser.

Note: The length of time for the display of invoices is set by the Administrator from 15 days up to 120 days in the Collector Preferences link, Display Preferences.

To access the Invoices Pending Approval page, click the Invoices tab and Pending Approval link from the Invoice Status sidebar.

To view the Invoice tab, Invoice Status sidebar, or create invoices from a PO, the user must have Create/Edit Invoices permission added to the Create/Edit Invoices role. See the Collector Administrator if you do not have these permissions.

To display open invoices, enter a portion of the invoice number with a wildcard (%) in the Quick Search field to access all or click Advanced Search to limit the search to data entered in the Advanced Search page.

Invoice Status

Click the Pending Approval link to advance to the Invoices Pending Approval page.

Invoices Pending Approval

Field Name	Description
CM	If the document is a credit memo, displays the credit memo icon (CM).
Invoice #	Displays a list of invoice numbers. From the open invoice in Pending Approval, the Collector can: Print the invoice/credit memo Add Attachments - click to view or add attachments included with the purchase order. A paperclip symbol in the Invoices Pending Approval page alerts the Collector user to the attachments. View Related Documents View History Void the invoice/credit memo IPP retains invoices and related documents for seven years in compliance with the Federal Records Act. Collector users can view all invoices that are within the seven-year timeframe, after which the invoices are purged. If a Disburser user requests an extension of the purge date, the Collector users can then view those invoices that are extended past the purge date.
PO#/Blanket PO #	Displays a list of the PO or Blanket PO numbers. Click to display the PO or Blanket PO. The following buttons are shown on the Open PO: Create Invoice - click to open a New Invoice page Create Credit Memo - click to open a New Credit Memo page Print - click to print the Blanket PO or PO Related Documents - click here to view the Related Documents page History
Agency	Displays the Agency name. Click the link to advance to the Agency Information form.
Amount	Displays the total amount of the invoice.
Invoice Date	Displays the date the invoice was created.

Field Name

Description

If the document is a credit memo, displays the credit memo icon (CM).

Invoice #

Displays a list of invoice numbers.

From the open invoice in Pending Approval, the Collector can:

Print the invoice/credit memo
Add Attachments - click to view or add attachments included with the purchase order. A paperclip symbol in the Invoices Pending Approval page alerts the Collector user to the attachments.
View Related Documents
View History
Void the invoice/credit memo

IPP retains invoices and related documents for seven years in compliance with the Federal Records Act. Collector users can view all invoices that are within the seven-year timeframe, after which the invoices are purged. If a Disburser user requests an extension of the purge date, the Collector users can then view those invoices that are extended past the purge date.

PO#/Blanket PO #

Displays a list of the PO or Blanket PO numbers. Click to display the PO or Blanket PO. The following buttons are shown on the Open PO:

Create Invoice - click to open a New Invoice page
Create Credit Memo - click to open a New Credit Memo page
Print - click to print the Blanket PO or PO
Related Documents - click here to view the Related Documents page
History

Agency

Displays the Agency name. Click the link to advance to the Agency Information form.

Amount

Displays the total amount of the invoice.

Invoice Date

Displays the date the invoice was created.

Add Filters

The Add Filters button displays the Invoice Filter dialog that limits the amount of open invoices that display.

Working with Invoices

Invoices Pending Submission

Invoices Approved to Pay

Invoices Scheduled to Pay