Invoice Approval

The review and approval are two distinct phases. Review is done to ensure the invoice is correct before sending it for approval. Review is optional. Approval is a final step which is required to allow posting.

Enable Invoice Approval

• To enable the Invoice Approval feature, choose the 🔎 icon, enter pryme Matters Setup, and choose the related link.
• Toggle Enable Invoice Approval to activate the approval process.
• Specify an Invoice Approver to receive the approval email by selecting one of the following: Matter Responsible, Client Responsible, or Invoicing Responsible. If this field is left empty, the Invoice Approver can be selected directly from the Sales Invoice.

Enable Email Notifications for Invoice Approval

• To enable email notifications, select the 🔎 icon, enter Email Scenario Assignment, and choose the related link.
• Under the general account that will send the emails, select the Assign Scenarios action and choose Invoice Approval.

Request Approval

• To send an invoice for approval, navigate to the Sales Invoice, then select Approve → Request Approval.
• If the Invoice Approver field is empty, the user will be prompted to choose an approver, such as the Matter Responsible, Client Responsible, Invoicing Responsible, or another resource.
• Once the approver is selected, an email is sent to the assigned approver.
• The Approval Status on the Sales Invoice is updated to Approval Pending. The Status on the Sales Invoice is updated to Pending Approval which does not allow for further modifications on the invoice.
• The email includes details about the invoice, a PDF attachment of the draft invoice and specification, and links to approve, reject, or review the invoice in more detail.
• If the invoice is approved, the Approval Status is updated to Approved. If rejected, it changes to Approval Rejected, and a window will open to log a rejection comment.- If the approval is rejected, you can Reopen the invoice to make the necessary adjustments and resubmit it for approval.

Review/Approval Log

• The Review/Approval Log is updated each time the status changes during the review and approval processes.
• The log captures details of all status changes, including the person who sent the invoice for review/approval, the date and time of the action, and any comments added during rejection.
• The Review/Approval Log is saved and can be accessed from the posted invoices.
• You can view the log from the Matter too.