AP invoice audit trail
We are trying to review that an Invoice has been routed for approval, and see the audit trail of a particular invoice. I am able to pull up this invoice under the invoice inquiry, but it is not showing under the "Invoice Review/ Approval Tab.
What is the best way to proceed?
You can query many different properties for invoices using custom reports. I've got quite a bit of experience. I would be glad to help you in creating a custom report/reports for being able to query your invoice details including the audit trail. Get back to me if you want some help!
Good afternoon Petrone, Juli
Thank you for your query & thanks to Ian Canaday for offering assistance-- we love seeing the Community support each other!
The Purchasing & Inventory - Invoice Audit Report displays information regarding creation, modification including approvals & attachments, as well as deletion information about Invoices.
I would recommend starting there-- if you are still unable to find the information you need, since all Manual Invoices (when Approval is enabled) should be visible under the 'Invoice Review / Approval' tab, please let us know & we can convert this post into a Technical Service Ticket on your behalf where you can then securely provide the Invoice Number & any additional property-specific information.
Thank you David and Ian. That is what I am afraid off, I think this might have been an invoice that might not have been routed for approval since I can not locate it under Invoice Review/Approval tab.
How can I confirm this? and if this is the case, can I route it for approval after the fact? Is there a way to see all invoice entries without approval routed? and finally, What should should I enable to make sure my entire organization is forced to route an invoice for approval? (I recently went through each user and assigned them routing lists and removed final approval abilities, could this have done the trick? ).
Hi Petrone, Juli,
Have you run the Invoice Audit Report, sorting by Invoice Number, to see if any of the attributes show you what happened to it?
If an Invoice is created but not approved, it would still be visible under the 'Invoice Review / Approval' tab with the Approval Status: "No Active Routing" where it could then be approved, yes.
Finally, the flag Enable Manual Invoice Approval Routing within Purchasing & Inventory - Administration: Property Preferences (Receiving) requires all Manual Invoices to be Final Approved, normally by Routing List.
As with Requisitions, based on User Approval limits & additional configuration, a user may Final Approve their own Manual Invoices, but it sounds like you've taken that away as an option.
Please let me know regarding the Invoice Audit Report-- if you do not see the Invoice there, I will convert your post into a Technical Support Ticket & elicit further assistance from the team using the Invoice Number & any additional property-specific information.
Thank you David,
I think we might have to create a ticket. The invoice does not show under "Invoice Review/ Approval" at all.
When I run the Invoice Audit report it shows up, however it shows the following status:
1. change type: Modified; Attribute: ReleasedByUserID
2. Change type: Modified; Attribute: ExportedDateTime
3. Change type: Modified; Attribute: ApprovalStatus
But I am still unsure of what has happened to this invoice.0
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