Visma eEkonomi Pro
Approve purchase invoices
In companies with multiple employees, or companies that collaborate with accounting offices, it might be useful to be able to approve or send purchase invoices for approval in Visma eEkonomi Pro. Those who approve the invoice can either do it in the program or via the Visma eEkonomi app. Those who approve must also have permissions and licence for Visma eEkonomi.
To send purchase invoices for approval you have to activate the feature. The Purchase invoices must be approved setting can be activated under Settings - Company settings and the accounting settings tab. By clicking on the headings below, you can read more about the different ways to use this feature.
You can have several approvers and decide in which order they should approve. You'll find the approval settings on the supplier. If someone makes a change to an already approved invoice, the approval flow is reset and those who have already approved must do it again. This applies if you use the approval flows Approval in specific order and Approval in any order. However, if you have made the choice No specific approver, it is okay to make changes without the need for new approvals.
Sending a purchase invoice for approval
If you want your purchase invoices to be verified by other users before they are posted to the ledger you can send them for approval.
- Go to Purchasing - Purchase invoices.
- Create a purchase invoice.
- Select Send for approval.
The purchase invoice is then saved as a draft and sent for approval. The persons set to approve the purchase invoice will be notified in the program or via the app.
Viewing and approving an invoice is easily done via the app so there is no need to log into the program to complete the process. If the invoice is rejected, you will receive a message explaining why it was rejected.
You can automate this process by enabling the setting Send invoices automatically for approval on the supplier.
You can choose what approval permissions different users should have in the program. These are found under Settings - Permissions.
Approving a purchase invoice
Under Purchasing - Purchase invoices - Drafts you can filter your invoices to see whether you have any invoices awaiting your approval. Invoices that have been sent for approval will have the status Ready for approval. Viewing and approving an invoice is easily done via the app so there is no need to log into the program to complete the process.
- Open the purchase invoice and review the details.
- If everything is correct, select Approve and post to ledger or Approve depending on whether you are the last approver in the list or not. The invoice will then appear under Unpaid purchase invoices.
If you want to reject the invoice you select Actions - Reject and a mandatory message window will be shown. In the message window you explain why you want to reject the invoice.
The approval of purchase invoices feature is particularly useful when:
- You are working with an accounting office in a manner where they register purchase invoices and you verify that everything is correct before it is posted.
- You are working with an accounting office in a manner where you register purchase invoices and they verify that the accounting entry for the invoice is correct before it is posted.
- Someone is helping you with the administration and handles the purchasing, and you want to verify that the delivery is in order and everything on the invoice is correct before it is posted.
Sending and approving multiple purchase invoices
Under Purchasing - Purchase invoices - Drafts you have the option to send and approve multiple purchase invoices in one go via the Process multiple invoices button.
Send for approval
- Select the Process multiple invoices button and the option Send for approval.
All purchase invoices with status In progress will be shown.
- In the dialogue box, deselect the invoices that you do not want to send for approval.
- Select Send for approval.
Approve and post to ledger
- Select the Process multiple invoices button and the option Approve and post to ledger.
All purchase invoices with status Ready for approval will be shown.
- In the dialogue box, deselect the invoices that you do not want to approve and post to ledger.
- Select Approve and post to ledger.
Related topics
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Register purchase invoice |
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User rights |
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Approval of VAT reports |
Searchword: expenses, costs, supplier invoice, expense accounts, enter invoice, enter purchase, post VAT to ledger