Troubleshoot AP purchase invoice approvals—Accounts Payable

Intacct automatically records an approval in the following circumstances:

• When the rule type is Supplier-based approval, but no AP purchase invoice approver is set on the supplier record

• When the rule type is Value approval (Permission-based) and the submitter is also the approver responsible for the corresponding value level

• When the rule type is Value approval (Permission-based) and the AP purchase invoice amount is lower than the minimum approval amount for level 1

• When the AP purchase invoice submitter is selected as an unrestricted user in the AP purchase invoice approval configuration

To view the automatically approved AP purchase invoice on the Approve AP purchase invoices list, select View all.

First, make sure that your company is enabled for AP purchase invoice approval email notifications on the Configure Accounts Payable page. Then, a user can go to their Preferences page and manage their email notification preferences.

Do you have the correct permissions?

To view the Approve AP purchase invoice Payments list, you need Accounts Payable permissions for Approve AP purchase invoices (List).

If your company is using value approvals, you also need the appropriate Accounts Payable permissions for AP purchase invoice approval levels.

Your administrator can help you determine which permissions you have.

Is the AP purchase invoice subject to AP purchase invoice approvals?

Some AP purchase invoices aren't subject to AP purchase invoice approvals. These type of AP purchase invoices include the following:

• AP purchase invoices imported as historical (which don't post to the GL)
• AP purchase invoices created in Purchasing which go through a separate approval process.

Are you using a custom or filtered view?

Check that you are viewing all the AP purchase invoices available. On the far left side of the page, select the dropdown and make sure that All is selected (and not, for example, "Recently viewed", which would limit what AP purchase invoices you see).

Are you an approver?

Intacct automatically records an approval in the following circumstances:

• When the rule type is Supplier-based approval, but no AP purchase invoice approver is set on the supplier record

• When the rule type is Value approval (Permission-based) and the submitter is also the approver responsible for the corresponding value level

• When the rule type is Value approval (Permission-based) and the AP purchase invoice amount is lower than the minimum approval amount for level 1

• When the AP purchase invoice submitter is selected as an unrestricted user in the AP purchase invoice approval configuration

To view the automatically approved AP purchase invoice on the Approve AP purchase invoices list, select View all.

Confirm where the AP purchase invoice is in the approval flow by selecting the History tab on the AP purchase invoice information page.

If the AP purchase invoice is still in a Submitted state and you have permission to edit AP purchase invoices, recall the AP purchase invoice to remove it from the approval queue.

If the AP purchase invoice state is Submitted and you have AP purchase invoice edit permissions, the absence of the Recall link suggests that the AP purchase invoice was submitted by a user who does not have edit permissions. In this case, ask the approver to decline the AP purchase invoice, then update it and resubmit.

You can delegate approvals when the option is enabled in Accounts Payable Configuration. After your admin sets up AP purchase invoice approval delegation, you'll see the option to turn on delegation in My preferences, under Email notifications.

AP purchase invoice approval delegation is not currently supported for value-based approval.