Onit's Invoice Bulk Approval option allows users to quickly approve invoices in bulk and monitor the full approval process from one screen.
Here, we'll take you through the process of using the Invoice Bulk Approval application.
NOTE: This feature may require an Onit services engagement; please connect with your Account Manager if you are interested in setting up Invoice Bulk Approval.
Using Invoice Bulk Approval
1. Navigate into the Invoice application.
Note that you can use the Select Fields button on the top-right of the screen to pick out what fields you'd like to see on the displayed grid. You can also apply filters to the grid as needed.
2. Select the invoices you'd like to approve by checking the boxes on the left-hand side. You can also click the box on the top left to select all invoices.
3. Click on Approve Invoices from the top-left drop-down menu.
4. A red confirmation box will pop up. Click OK to execute the approved invoices or Cancel to back out.
5. The Invoice Bulk Approval screen will pop up. Here, you can provide a comment (if necessary) or just click on Submit to send the invoices through.
6. After you click on Submit, you’ll be redirected to the Invoice Bulk Approval page where this Bulk Approval Batch details reside.
NOTE: This is especially helpful as bulk approvals will be back-grounded and the batch may take some time to fully process.
Here, you’ll be able to quickly check in on the important details of these bulk approvals, including:
- STATUS: If the process is pending, running, complete, or had errors.
- SELECTED INVOICE COUNT: How many invoices there are in this bulk batch.
- TOTAL RUN TIME: The time (in minutes) it has taken to work on this batch.
- APPROVED: The number of approved invoices in the batch.
- SKIPPED (processed by other batch): How many invoices in the bulk batch were processed in another batch (and thus skipped).
- SKIPPED (Not Pending Requester’s Approval): How many invoices in the selected bulk batch that were not currently pending the requester's approval (and thus skipped).
- FAILED: How many invoices failed to approve (for a system error, for example)
Additionally, on the page you can also:
- View Approval Details (Approver, Comments)
- Add Participants or View History
- Post Comments
- View Activity and the Participants
Futhermore, you can click on the Invoices tab to explore the different invoices in the batch. Use the same Select Fields filter to pick out what fields you'd like to see on the displayed grid.
NOTE: To check in on the bulk approvals after navigating out of the page, just click on the Invoice Bulk Approval application. There, you'll be able to see the historical batches and get a quick glimpse of the details of each one.
