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Invoice approval

Claudia Salaverria
Updated

The invoice approval and sending action can be initiated from either the "My Invoices" pending approval view, or invoice detailed view. The system creates the invoices on the first day of the month, assigning them the status "Draft" to allow for review before approval.

Why do invoices need to be approved?

Since the FS tool is generating the invoices automatically for CPOs, for the launch, the CPO users need to validate and approve the invoices generated before making them legally binding.

Therefore, the invoices generated are initially in draft status and are pending CPO user approval before being sent to EMPs.

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Notifying of invoices pending approval:

Once invoices are generated, the CPO must approve them to be legally binding and sent to EMP partners.

To ensure the CPO users are aware of pending invoices, the system will notify the CPOs with a banner that appears in the My Invoices view, above all tabs:

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The banner:

c3.jpegOnce all pending invoices are approved, the banner will disappear.

Where can approval be initiated from?

Invoice approval can be initiated in 2 different places:

1. My invoices / Pending approval tab

  • Access the "My Invoices" section from the navigation menu.
  • Access the “Pending approval” tab.
  • Hover on an invoice to view the quick actions.
  • Press on the the “Approve & send invoice” button.

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2. My invoices / Pending approval tab / Draft Invoice

  • Access the "My Invoices" section from the navigation menu.
  • Access the “Pending approval” tab.
  • Press on a draft invoice > will open the invoice detailed view.
  • Navigate to the “Approve & send” button on the top right.
 
 

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The approval flow:

To initiate the approval of your invoices, you will go through the following flow:

    1. Press on “Approve and send” button:

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     2. Approval dialog:

In the approval dialog, you are informed of the following actions that will happen once an invoice is posted and sent.

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In the dialog, you can leave a comment for internal use.

The internal comment will appear in the invoice detailed view once the approval flow is done, under the Details tab > Actions History

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      3. Press on “Approve and send” button:

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4. The invoice is approved and officially “posted” = sent to the EMP via email.

Once the approval flow is done, the following changes apply to the invoice:

  • Invoice status: Changes from Draft to Posted.

  • Invoice moved to the Sent tab.

  • Invoice ID: The invoice system ID changes to the invoice ID according to the invoice organization ID format.

  • Invoice delivery dates: Since some dates depend on the day they are officially sent to EMP, they can be calculated by the system and appear in the invoice.

                 - Invoice (delivery) date.

                 - Invoice payment due date.

                 - 1st reminder date.

                 - 2nd reminder date.

  • Action history: Documentation of Invoice approval date and internal comment.

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5. An email with the invoice package is sent to EMP:

The system will send the EMP an email containing all relevant invoice documentation in multiple formats:

  • Invoice in PDF Format: a ready-to-print version of the invoice, displaying all details in a professional and easily readable layout.

  • Invoice in JSON Format: a structured data representation of the invoice, suitable for integration with other software systems and databases.

  • CDRs CSV List: a CSV file containing the ChargeDetailRecords (CDRs) associated with the invoice, providing a detailed and sortable list of all transactions.

 

 

 

 

 

 

 

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