How to set up Approvals and Approval Notifications

Adding Approvals and Approval Groups

To setup and start approvals:

1. Click Add Approval Group under the Approvals section of the Invoice

2. Select an individual approver from the Final Approver dropdown OR select a pre-setup approval group from the Select An Approval Group Dropdown

   1. At lest one person needs to be selected in the Final Approver dropdown in order to do an approval

   2. If a selection is made in the Select An Approval Group dropdown it will automatically capture that approval group

   3. New approval groups can be created by:

      1. Clicking on Add Approver as many times as the number of approval levels are needed. (i.e. if you need 3 approval levels, select Add Approver twice, Final Approver is a deafult and will always appear)

      2. Select the Approvers in the applicable Approver level dropdowns

      3. Add a Group Name in the Group Name field

         1. Name the group so it can easily be distinguished

3. Click on Begin Approvals.

4. Reviewers will go in and approve or deny that invoice

Employee Approval Notifications

To set-up employee user preferences for receiving notifications when vendors send in an invoice:

1. Click the User dropdown from the dashboard

2. Select Preferences

3. Click on the blue section headers (Vendor Notifications and Approval Notifications) to hide or show those sections

Vendor Notification

The Vendor Notification section is where employees can indicate which employees should receive notifications when vendors send in an Invoice

1. Click Add Another Vendor

2. Select the employee name from the dropdown

Approval Notification

The Approval Notification section allows for the specifics of when those notifications should get sent.

1. In the Number of days of no activity until notifications field, enter the number of days, it will send a reminder email notification

2. Select Yes or No in the Receiving approval notifications when you can approve dropdown

   1. Recommended to set this since it will provide email notifications that contain a link to the invoice that needs an approval

3. Select Yes or No in the Receive notifications when changes occur after approval dropdown

   1. This would send email notification as well as a link to the invoice  if any changes were made after the invoice was approved

Changing Approvers on an Invoice

The Approvers on an invoice can be changed by following the instructions below.

1. Contact Current Approvers:

   1. Reach out to the current individuals designated as approvers for the respective invoice.

2. Access the Invoice:

   1. Open the invoice where modifications to the approver list are required.

3. Navigate to 'Edit Group':

   1. Select the 'Edit Group' option located next to the approval group designation.

4. Adjust Primary Approvers and Final Approvers:

   1. Within the editing interface, update any approvers that need to be changed or removed.

5. Save your changes:

   1. Make sure to save your changes!