Invoice Approvals

Overview

The Staff Kiosk ‘Invoice Approvals’ program lets invoice ‘Assignees’ review, approve, or reject Accounts Payable invoices for payment in TASS.web Finance > Accounts Payable.

When a new invoice is assigned for approval, users will receive an email and notification on the Staff Kiosk Toolbar stating that ‘A new Invoice has been assigned to you for Approval’.

This screen can also be accessed from the ‘Invoice Approvals to Action’ section of the Staff Kiosk Home Page.

Click here for an Administrator Note.

User Security Permissions

Access to this program requires the ‘Invoice Approvals’ permission to be assigned in TASS.web System Admin > Users > Portal Security Permission for ‘Staff Kiosk’.

When users have the ‘Invoice Approvals’ permission, they can see all invoices where they have been added as the‘ Assignee'.

The '--Advance Approver' permission grants access to all invoices needing approval.

Invoice Approval Workflow

For invoices to appear in this program, they must first be entered in TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices.

Invoices appear as ‘Pending’ in Staff Kiosk when the ‘Hold Payment’ field of the Invoice is set to the same ‘Hold Type’ that is defined in the 'Staff Kiosk Pending Hold Type' field in TASS.web Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the 'Parameters’ tab.

You can set the default ‘Hold Payment’ field value for each Supplier Record in TASS.web Finance > Accounts Payable > Supplier Information > Suppliers (or in bulk via the Supplier Grid Entry). This default will then flow through to each Invoice that is entered for that Supplier.

The invoice can then be approved for payment in TASS.web Finance > Accounts Payable.

When the invoice is ‘Approved', the ‘Hold Payment’ field automatically updates to ‘No - Do Not Hold Payment’, allowing the invoice to be processed in the Payment Cycle.

When the invoice is ‘Rejected’, the ‘Hold Payment’ field automatically updates to the ‘Hold Type’ defined in the 'Staff Kiosk Rejected Hold Type' field in TASS.web Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the 'Parameters’ tab.

For more information, refer to ‘Running Hold Payments Processing in Staff Kiosk Invoice Approvals’.

System Email Templates

Invoice Assignees receive the ‘Invoice Approval has been assigned' email template when they are added to the 'Assignee’ field of an invoice.

Invoice Assignees receive the ‘Daily Reminder - Invoice Approvals Pending Action’ email template daily when they have invoices awaiting action, at the specified time within the template.

These email templates can be enabled, disabled and modified in TASS.web System Admin > Utilities > Email Settings on the ‘System Email Templates’ tab.

Grid Display Filters

The display filters at the top of the screen allow you to refine the information that appears in the ‘Invoice Approvals Grid’ below.

The record counter left of the filter options updates automatically to show the number of records in the ‘Invoice Approvals Grid’ based on your selections.

Status

Select ‘All Status’ to view all invoices in the ‘Invoice Approvals Grid’.

Select ‘Approved’ for approved invoices, ‘Pending’ for pending invoices, and ‘Rejected’ for rejected invoices.

My Approvals/All Approvals

Select ‘My Approvals’ to view only invoices where you are the ‘Assignee’.

Select ‘All Approvals’ to view all invoices with an Assignee.

Users need additional security permissions to see all invoices.

Invoice Approvals Grid

Grid Column

Description

Invoice Number

This column shows the ‘Invoice Number’ entered in TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices.

Supplier

This column shows the ‘Supplier Name’ associated with the invoice.

Order Date

This column shows the ‘Invoice Date' from the TASS.web Invoice record.

Due Date

This column shows the ‘Due Date' from the TASS.web Invoice record.

Order Desc.

This column shows the ‘Comment 1’ field from the TASS.web Invoice record.

Inv. Entered By

This column shows ‘User ID’ of the TASS.web user who entered the invoices in TASS.web.

Invoice Total

This column displays the total amount payable on the invoice.

Status

This column displays the status of the invoice, based on the ‘Hold Payment’ type defined for the Invoice in TASS.web.

Status	Description
Approved	The invoice has been approved and is now payable. The Invoice’s ‘Hold Payment’ field is set to 'No – Do not hold payment' and can be included in the Payment Cycle.
Pending	The invoice requires approval in Staff Kiosk. The Invoice’s ‘Hold Payment’ field is set to the ‘Pending’ status defined in TASS.web Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the ‘Parameters’ tab.
Rejected	The invoice has not been approved for payment and will not be included in the payment cycle. The Invoice’s ‘Hold Payment’ field is set to the ‘Rejected’ status defined in TASS.web Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the ‘Parameters’ tab.

Assignee

This column shows users who have been assigned as the Invoice Approvers on the TASS.web Invoice record.

Action

	Click the ‘View’ icon to access the ‘Invoice Details’ screen in a read-only mode.
	Click the ‘Edit’ icon to access the ‘Invoice Details’ screen in edit mode, and update the Approval Details.

Invoice Details

The ‘Invoice Details’ screen can be accessed by clicking the ‘View’ or ‘Edit’ icons on the Invoice Approvals screen. It can also be accessed from the links contained in the ‘Invoice Approval has been assigned’ email that the Assignee receives when the invoice reaches the stage when approval is required.

Fields that require further explanation
Document Number	This is a read-only field that displays the Invoice Number.
Supplier	This is a read-only field that displays the Supplier’s Name.
Invoice Total	This is a read-only field that displays the total amount of the Invoice.
Order Description	This is a read-only field that displays the 'Comment 1' field from the Invoice.
Order Date	This is a read-only field that displays the ‘Invoice Date’.
Due Date	This is a read-only field that displays the Invoice’s ‘Due Date’.
Invoice Details	This is a read-only field that displays the invoice line item details. If no requisition is attached, this section shows the invoice line items entered in TASS.web. If a requisition is associated, this section shows line items for each purchase order line entry, including: Purchase Order Number (PO Num) Requisition Number (Req. number) The quantity of Purchase Order items received in a Previous Invoice (Prev Inv) Line Description (Line Desc) Quantity Unit Cost Unit Tax Line Total Click ‘View’ for more information.
Approval Details
Status	Select ‘Approved’ to approve an invoice and progress it to the Payment Cycle. Select 'Rejected' to not approve the invoice and prevent it from going into the Payment Cycle.
Arrival Date	This field becomes active when a status is selected. Select the date the invoice item(s) arrived or the service(s) were completed. Only dates of today or prior are valid.
Comment	Enter a comment of up to 70 characters. This field is mandatory when the status is set to ‘Rejected’.
Attachments	Use this field to upload any relevant attachments. Maximum of 5 files.
Assignee	This field initially lists the current invoice approval assignees. The staff member who originally submitted the Requisition is automatically added as the assignee when they have the Invoice Approvals’ or ‘-- Advanced Approver’ security permissions. You can also add staff members with the ‘Invoice Approvals’ or ‘-- Advanced Approver’ security permissions.

Click ‘Save’ to submit the Approval Details to TASS.web.

When a new Assignee is added, they will receive a notification on the Staff Kiosk Toolbar and via email.

Each time the Invoice status or assignee is updated, a history of these changes is logged for the invoice in TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices. This audit log can be viewed by clicking ‘View Details’ next to the ‘Hold Payment’ field.