Create a purchase document with Approval

Before you start

You must activate a license before you can approve documents in Visma.net Approval: Check activation of Approval license

1. Go to the Purchase invoices (AP301000) window.
2. Under Type, select one of the following options:
   1. Purchase invoice: To create a new invoice.
   2. Credit adjustment: To adjust a sales invoice that is already released.
   3. Purchase credit note: To adjust a purchase invoice that has already been released.
   4. Prepayment: To have a prepayment request from a supplier.
3. Fill in all mandatory fields (*).
   
   The CID is not mandatory on outgoing payments, but suppliers can require a CID on incoming payments. If there is no CID on an incoming payment, the bank rejects the payment for this supplier.
   
4. On the Document details tab, click to enter document lines.
   
   The Item ID is optional.
5. Go to the Approval details tab.
6. In the Default document field, select the desired document.
7. Click Add attachment.
8. In the Initial approver field, click to select the approver.
9. Optional: In the Comment text box, enter a comment if necessary.
10. Save the invoice and click Send to Approval.

What is next?

The payment request is now sent to Visma.net Approval and the approvers will receive an email about a pending approving task Approve with Visma.net Approval.

The Approval status field will show you the updated status, depending on the approvers actions in Visma.net Approval:

You can click the status link for more information about the status in the reports Approval document history (AP40104S) and Approval document line history (AP40105S).

Status	Description
New	The invoice is new.
Sent to Approval	The invoice has been sent to Visma.net Approval
Cancelled	The status after you have clicked the Cancel button. (The Send to Approval button changes to Cancel after sending the document to Approval).
Received in Approval	The invoice has been received by Visma.net Approval.
Pending	The invoice is on a valid approval flow and is pending approval.
Rejected	The invoice has been rejected by Visma.net Approval.
Approved	The invoice has been approved and you can now release invoices that are ready to be paid. In the Supplier ledger preferences (AP101000) window, you can set up automatic release of approved invoices.

You must Release purchase invoices before you can pay it, unless you have set that all approved invoices will automatically be released.