Invoice to approval

Step by step

1. Capture the invoice AP Clerk

   AP Clerk creates a draft bill from the supplier document, checks identity and invoice number, and records the lines and attachments. A repeated upload or email should resolve to the same source occurrence rather than create another payable.

   • Prepare a reviewable draft
   • Updates Bills, Bill lines, Bill attachments

2. Check order and receipt AP Clerk

   AP Clerk links the relevant purchase order and receipt lines. Three way match results retains the quantity and price comparisons against match tolerances. A missing or partial receipt is an exception to investigate, not a receipt the matching engine can invent.

   • Record the match result
   • Updates Purchase orders, PO line items, Goods receipts, Receipt line items, Three way match results

3. Resolve exceptions AP Manager

   AP Manager follows discrepancies through Disputes. A supplier credit, corrected invoice, void or documented resolution retains its own evidence. A permitted non-PO bill takes the applicable approval path and is not presented as a full three-way match.

   • Resolve the reason for holding the bill
   • Updates Disputes, Vendor credits, Bills

4. Decide the bill AP Manager

   Approver, AP Manager or Controller / CFO decides within the assigned scope and amount tier. Bill approval steps records the actual actor and decision. A policy-defined automatic tier applies only when its explicit conditions are satisfied.

   • Authorize the reviewed obligation
   • Updates Bill approval matrix, Bill approval steps, Bills
   ApprovalA person approves before the work moves on.

5. Track accounting and eligibility Approver

   The approved bill can enter the payment selection process. If a journal handoff is configured, retain the draft journal reference and the ledger callback separately. AP approval is not evidence that the connected ledger posted or that the supplier was paid.

   • Expose the approved balance and external posting result
   • Updates Bills

AP Clerk

AP Manager, Approver, Controller / CFO and Admin follow their configured scope. External participants receive only the records and actions assigned to their own supplier or integration.