Approving or Rejecting an Invoice

This article describes how to approve or reject an invoice in Corpay Complete.

Note: The visibility of fields and information in Corpay Complete is based on roles and permissions assigned to users in addition to company configuration. As a result, some fields or information may not be visible or may only be available in a view-only format.

There are multiple methods available for approving invoices. Select one of the following links to navigate to the corresponding section in this article.

• Invoice Approval or Rejection from the Invoice Approvals Grid
• Approving Multiple Invoices via the Invoice Approvals Grid
• Invoice Approval or Rejection on the Invoice for Approval Page

Invoice Approval or Rejection from the Approvals Grid

This section describes how to approve or reject an invoice from the Invoice Approvals grid.

1. Select the Approvals module in the left-side navigation pane.

2. On the Approvals page, select the Invoices tile.

3. In the Invoice Approvals grid, use the filter fields to search for the invoice to be approved. Users can search by fields like invoice Number, Vendor, Date, and Amount. Note that partial values are accepted in text fields like Number, Vendor, and PO Numbers.

   Note: Click the Toggle Filter  icon to show or hide the filter fields.

4. To approve an invoice, complete the following steps:
   1. Click the approve  icon in the Action column.

      

   2. Click OK in the Confirm dialog.

      

   3. The Success dialog will display, and the invoice status will change to Approved and then Open in the All Invoices grid.

      

      

      

5. To reject an invoice, complete the following steps:
   1. Click the reject  icon in the Action column.

      

   2. Enter a reason for the rejection in the Reject [Invoice Number] dialog and then choose one of the following options:

      

      • Return To Inbox – Clicking this button rejects the invoice and routes it back to the invoice Inbox with a status of New, where the accounting team can make necessary revisions before resubmission.

        

        The rejection reason will display in the Invoice Rejected banner on the invoice Inbox Details page:

        

        The invoice requestor will receive an email notification stating that the invoice has been returned to the Inbox with a status of New, along with the reason for the rejection.

        

        The invoice approver will also receive an email notification reminding them that they may need to approve the invoice again after it has been resubmitted.

        

      • Reject – Clicking this button puts the invoice in a Rejected status, where it can only be edited by an administrator.

        

6. The invoice will either be returned to the invoice Inbox or display in the All Invoices grid with a Rejected status depending on what option was chosen in step 5. In the following example, the user clicked the Return To Inbox button, so the invoice was returned to the invoice Inbox.

Approving Multiple Invoices via the Invoice Approvals Grid

This section describes how to approve multiple invoices at once in the Invoice Approvals grid.

1. Select the Approvals module from the left-side navigation pane.

2. On the Approvals page, select the Invoices tile.

3. In the Invoice Approvals grid, use the filter fields to search for the invoices to be approved. Users can search by fields like invoice Number, Vendor, Date, and PO Numbers. Partial values are accepted in text fields like Number, Vendor, and PO Numbers.

   Note: Click the Toggle Filter  icon to show or hide the filter fields.

4. Select the checkbox to the left of each invoice to be approved.

Alternatively, click the Select All checkbox at the top of the Invoice Approvals grid to select all invoices in the grid.

5. Click the Bulk Action drop-down and select Approve.

6. The invoices will be approved, and their status will change to Open in the All Invoices grid.

Invoice Approval or Rejection on the Invoice for Approval Page

This section describes how to approve or reject an invoice from the Invoice for Approval page.

1. Select the Approvals module in the left-side navigation pane.

2. On the Approvals page, select the Invoices tile.

3. In the Invoice Approvals grid, use the filter fields to search for the invoice to be approved. Users can search using fields like invoice Number, Vendor, PO Numbers, and Date. Note that partial values are accepted in text fields like Number, Vendor, and PO Numbers.

   Note: Click the Toggle Filter  icon to show or hide the filter fields.

4. Click the invoice Number link or View  icon in the Action column.

5. On the Invoice for Approval page, choose one of the following options:

   

   1. Click the Reject and Next button to reject the invoice and move to the next invoice requiring review.
      • Enter a reason for the rejection in the Reject [Invoice Number] dialog and then choose one of the following options:

        

        • Return To Inbox – Clicking this button rejects the invoice and routes it back to the invoice Inbox with a status of New, where the accounting team can make necessary revisions before resubmission.

          

        • Reject – Clicking this button puts the invoice in a Rejected status, where it can only be edited by an administrator.

          

      • The invoice will either be returned to the invoice Inbox or will display in the All Invoices grid with a Rejected status depending on what option was chosen in the previous step.
   2. Click the Approve and Next button to approve the invoice and move to the next invoice requiring review.
      • Click the Ok button in the Confirm dialog.

        

      • The invoice will be approved and display in the All Invoices grid with a status of Open.