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Approving invoices requires that you have invoice permissions assigned by the Disburser Administrator and your agency has workflow enabled. You can access the invoices you need to approve in either of two ways:
Invoices tab > In Process sub-tab
Tasks tab > My Tasks sub-tab.
If the Disburser Administrator has enabled Edit Override in Workflow configuration, the Disburser user can edit the invoice. IPP directs the user to the Edit Distribution page.
If the Disburser Administrator has not enabled Edit Override in Workflow configuration, the Disburser user must either return the invoice a level to a user with edit capabilities or reject the invoice back to the vendor.
If the Disburser Administrator has enabled the “Apply Ceiling Limit to Distribution” option in Workflow, IPP checks the distribution amount when the user approves the invoice to ensure a distribution limit has not been exceeded.
To approve an invoice from the Invoices tab:
From the Invoices tab, click the In Process sub-tab.
Search for an invoice and then click the Invoice # link for an invoice you need to approve. Note: IPP retains your search criteria for the duration of the session.
From the My Task page, click Approve. The Complete Task screen appears.
Complete the following required fields:
Click the calendar in the Date Goods/Service Received field to enter a date when the goods or services were received.
Click the calendar in the Date Goods/Service Accepted field to enter a date when the goods or services were accepted.
Note: Disburser Administrators can enter validation parameters when setting up Workflow to ensure the dates entered are no more than x number of days before the authorization date.
Select the Prompt Pay Special Handling check box, if applicable to this invoice.
Enter any comments in the Internal Routing Comments box.
Click Submit to approve the invoice. IPP returns you to the My Tasks summary page. A response is returned that the invoice/credit memo # was successfully approved, or an error message is returned if there is an issue with the approval.
Click the Summary tab and select AOC Options button, if available, to display the Assignment of Claims Management page.
Select the AOC Site for the invoice payment; or click Cancel to cancel the screen.
To approve an invoice from the Tasks tab:
From the Tasks tab, click the My Tasks sub-tab. A list of invoices assigned to you appear.
Click the View link to open the invoice.
From the My Task screen, click Approve. The Complete Task screen appears.
Complete the following required fields
Click the calendar in the Date Goods/Service Received field to enter a date when the goods or services were received.
Click the calendar in the Date Goods/Service Accepted field to enter a date when the goods or services were accepted.
Note: Disburser Administrators can enter validation parameters when setting up Workflow to ensure the dates entered are no more than x number of days before the authorization date.
Select the Prompt Pay Special Handling check box, if applicable to this invoice.
Enter any comments in the Internal Routing Comments box.
Click Submit to approve the invoice. IPP returns you to the My Tasks summary page. A response is returned that the invoice/credit memo # was successfully approved, or an error message is returned if there is an issue with the approval.
Click the Summary tab and select AOC Options button, if available, to display the Assignment of Claims Management page.
Select the AOC Site for the invoice payment; or click Cancel to cancel the screen.