Running Hold Payments Processing in Staff Kiosk Invoice Approvals
This guide explains how to add an approval step in Staff Kiosk between entering Accounts Payable invoices and starting the payment cycle. It also explains how to complete the Accounts Payable invoice approval workflow in Staff Kiosk Staff > Invoice Approvals when this feature is enabled.
Invoice approvals can also be managed entirely in TASS.web. For details on the TASS.web process, see Running Hold Payments Processing in TASS.web Accounts Payable.
Invoice Approval Setup
Step | Menu Path | Details | ✅ |
1 | TASS.web System Admin > Users > User Maintenance or TASS.web System Admin > Users > Security Role Permissions. | Ensure the user completing this setup has these permissions enabled for Accounts Payable:
Ensure the Finance team member/user who is overseeing the invoice payments process in TASS.web has these user permissions enabled:
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2 | TASS.web Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the 'Hold Payments' tab. | Create a new 'Hold Payment' Code and Description that will act as the ‘Pending’ status for the Invoice Approval process in Staff Kiosk. e.g. Code: PE, Description: Pending. Create a new 'Hold Payment' Code and Description that will act as the ‘Rejected’ status for the Invoice Approval process in Staff Kiosk. e.g. Code: RE, Description: Rejected. | 🔲 |
3 | TASS.web Finance > Accounts Payable > Supplier Information > Supplier Grid Entry. | On the ‘Process’ tab, select ‘Hold Pay Code', then 'GO’. For each Supplier that requires invoices to be approved, set the ‘Hold Pay Code’ column to the ‘Pending’ status code that you created in Step 2, and click ‘Save’. Use the 'Fill Down' feature to quickly and easily apply the same code for all Suppliers. The ‘Hold Pay Code’ field sets the default ‘Hold Payment’ for each Supplier. This ‘Hold Payment’ type is then automatically applied whenever a new invoice is created for the Supplier. To update the ‘Hold Payment’ field for individual Suppliers, navigate to TASS.web Finance > Accounts Payable > Supplier Information > Suppliers on the ‘General’ tab. | 🔲 |
4 | TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices. | Check for unpaid invoices by selecting ‘Unpaid Invoices Only', then click 'GO’. If you have unpaid invoices in the system, decide how you want to handle them: Option A: To include unpaid invoices in the new approval workflow, change the 'Hold Payment' field on each invoice to the ‘Pending Hold Type’ status code that you created in Step 2, and click ‘Save’. Option B: To process unpaid invoices using your previous method and only apply the new approval workflow to new invoices created from today onward, keep the ‘Hold Payment’ field as is. No changes are required. | 🔲 |
5 | TASS.web Finance > Accounts Payable > Setup Information > Accounts Payable Setup on the ‘Parameters’ tab. | On the 'Parameters' tab, ensure the 'Use Hold Payments Processing' field is set to 'Yes'. In the ‘Staff Kiosk Pending Hold Type’ field, select the ‘Pending’ status code that you created in Step 2. In the ‘Staff Kiosk Rejected Hold Type', select the 'Rejected’ status code that you created in Step 2. | 🔲 |
6 | TASS.web System Admin > Utilities > Email Settings on the ‘System Email Templates’ tab. | Review and enable the ‘Invoice Approval has been assigned’ system email template, which will be sent to users when they are added as an Assignee (approver) to an invoice. Review and enable the 'Daily Reminder - Invoice Approvals Pending Action' system email template, which will be sent to Assignees (approvers) daily to remind them of pending invoices requiring approval. | 🔲 |
7 | TASS.web System Admin > Users > Portal Security Permissions for ‘Staff Kiosk’. | Enable security permissions for the user or group of users who will be approving the invoices in Staff Kiosk. Enable the 'Invoice Approvals' permission for users to approve only invoices that are assigned to them. Enable the '--Advance Approver' permission for users to access and approve all invoices. This approver permission lets the user change an invoice's status from ‘Pending’ to 'No – Do not hold payment' (also known as ‘Approved’). When Requisition requestors have either of these permissions assigned to them, when the Invoice reaches the ‘Pending’ status, they will automatically be added as the Invoice Assignee (also known as the ‘Approver’). | 🔲 |
8 | TASS.web System Admin > Users > User Maintenance on the ‘Employee Mappings’ tab. | A Staff Kiosk account must be mapped to your TASS.web user account to engage with the Staff Kiosk Invoice Approval process. Ensure that each user responsible for updating the Assignee(s) (approvers) field for each invoice in Staff Kiosk has both a Staff Kiosk and a TASS.web user account, and that both accounts are linked to their employee record. If they don’t have a Staff Kiosk account, you will need to create one for them. See ‘How do I give an employee access to Staff Kiosk?’ for more information. | 🔲 |
Invoice Approval Process
Step | Menu Path | Task | ✅ |
1 | TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices. | A Finance team member checks the Assignees for each Invoice by selecting ‘Unpaid Invoices Only' with the ‘Hold Payment’ field set to the ‘Pending’ status, then clicks 'GO’. Review each invoice by clicking 'Hold’ in the Action column, update the ‘Assignee’ (also known as the ‘Approver’) field if required, then click 'Save’. When an invoice has been added to TASS.web using the Requisition workflow. The Requisition Requestor is automatically added to the invoice as the Assignee (also known as the ‘Approver’). When the Invoice ‘Hold Payment’ field is set to ‘Pending’, and the nominated Assignee has the correct Portal Security Permissions, the invoice will appear in Staff Kiosk Staff > Invoice Approvals. The Assignee will also receive the ‘Invoice Approval has been assigned’ email template, a notification on the Staff Kiosk Toolbar, and the invoice will appear in the ‘Invoice Approvals to Action’ section of their Staff Kiosk Home Page. | 🔲 |
2 | Staff Kiosk Staff > Invoice Approvals | The Approver clicks the ‘Edit’ icon in the Action column for each ‘Pending’ invoice requiring their approval, and completes the ‘Approval Details’ section. When an invoice is approved, the TASS.web ‘Hold Payment’ field updates to ‘No - Do Not Hold Payment’ on the Invoice record so it can be included in the Payment Cycle. The invoice will then be released and appear on the payment calculator when it is due. Finance team members can track Invoice Approvals and view the Change History by clicking the ‘View Details' button (beside the ‘Hold Payment’ field) in TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices. | 🔲 |
3 | TASS.web Finance > Accounts Payable > Supplier Transactions > Invoices. | A Finance team member reviews the unapproved and unpaid invoices by selecting 'Unpaid Invoices Only' and 'Unapproved Invoices Only', then clicking 'GO’. When invoices have a ‘Rejected' status, use the ‘View Details’ button to review the comments entered by the Assignee/Approver. Follow your school's procedures to dispute or process the payment as needed. To find only rejected invoices, set the ‘Hold Payment’ filter to your ‘Rejected Hold Type’ on the Invoices search screen, then click ‘GO.’ Use the 'Print' button and select the 'Include Approval Details’ option to print a report. | 🔲 |
4 | TASS.web Finance > Accounts Payable > Payment Cycle > Payment Calculator. | A Finance team member processes the approved invoice payments using TASS.web Finance > Accounts Payable > Payment Cycle > Payment Calculator as normal. Invoices that have been changed from ‘Pending' to 'No – Do not hold payment' will appear in the payment calculator when the due date is less than the 'Invoice Due Date Cut-off'. | 🔲 |