We have about 25 satellite offices -- POs are written remotely and AP is centralized. The AP department communicates with the PO writers through notes in the AP Unapproved entry screen. One of the biggest indicators to a reviewer that something is wrong with a particular invoice is when the header and footer do not match. We have the invoice routing setup to route things back to AP for a final look to make sure that everything is fixed before going to the PM or department head for final review. The new feature with the "ready" status does not allow us to use our internal transaction flow because we cannot submit something for review that does not have matching header/footer.
Guest
| Company | Baker Roofing Company |
| Job Title / Role | Controller |
| I need it... | Yesterday...Come on already |
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For us the practice of marking the invoice not ready when the header does not match the detail has also disrupted out work flow. The unapproved invoice is edited by a first tier approver per the units/percent complete approved by the owner, which may not be the same as the pay app submitted by the vendor. We do not want the field editing the invoice header which matches the amount submitted by the vendor, but we do want the finalized detail approved by both the field engineer and PM before our centralized AP department makes the final adjustment to the invoice header before posting the invoice. With the current ready/not ready rules the invoice is marked not ready when the field engineer makes the detail adjustments. With no notification to AP or the PM (second tier approver) the invoice disappears from the approval queue. Only when the PM realizes that the invoice is missing is AP notified and is able to manually mark the invoice ready to continue the approval process.