Dynamics Community Forum Thread Details

Approving PAYMENT of AP Invoices by email links.

We have a customer who has opened a couple of remote offices. They don't want to physically send invoices, so they want to be able to use Outlook to send copies of invoices in the system and approve for payment.

1. Enter the invoice in GP and post the invoice batch.
2. Email a copy of the physical invoice to the manager to approve the payment.
3. Post the invoice and pay.
4. DON’T want the approver to have to log in/out of one of 180+ companies that could own it.
5. Approver only approves what is in their batch/queue (could have other approvers).
6. They would prefer to do this in an email completely.
7. They don’t want their AP users to have to ‘find’ the invoice that matches the approved queue item out of hundreds of companies/batches. It should automatically move to an approved batch within a company and perhaps email the AP clerk/check run person.

We have worked with one of the document scanning approval solutions out there and usually they work at the INVOICE stage to approve - not the PAYMENT side. So, we are looking for a solution that is DESIGNED to approve just prior to payment time - so AFTER the AP invoice has been posted.

Any ideas?

Hi, hope the below experience helps.

One of our customers has a similar requirement. To handle this, all purchase invoices are posted in GP and immediately put on hold using a trigger on the purchase invoice posting process. Since they are on hold, they cannot be paid.

They then use an M-Files based system to scan the invoice (after they write the GP Voucher number on the face of the invoice) and send it on its merry way for approval, via email.

At the moment they are manually taking invoices off hold as they are approved (they then get picked up on the next payment run), however the next step is to automatically take the invoices off hold once they are approved, which is a very straighforward development.

Regards,

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