As invoices are routed through the payables cycle, a system generated email is sent to the staff member set up as the department approver, indicating items in a que needing attention. After logging into WebNow, select the Worfklow option and the invoices waiting for approval are listed:
By double clicking on the item in the Actions pane, the invoice will open for review.
If the invoice is approved for payment, go to the bottom of the screen to the workflow toolbar and select the blue arrow that is pointing to the right.
Make sure AP-Approve is selected and click the Route button at the bottom of the window. This will route the invoice into the next workflow que for processing.
If the invoice is not ready for payment, at the top of the screen is an annotations toolbar, click on the sticky note icon and then click in the body of the invoice.
A window will open that will allow you to tells us why the invoice is not ready for payment. Once comments are created they can not be removed. You can continue to add to comments as the situation progresses. Always create a Sticky Note if you are going to reject an invoice for payment.
A Sticky Note can also be used to indicate a grant number or faculty/staff member who requested the purchase,
Once the Sticky Note has been created route the invoice by dropping to the bottom of the screen and select the blue arrow that is pointing to the right.
Make sure AP-Reject is selected and click the Route button at the bottom of the window. This will route the invoice into the next workflow que for processing.
The Accounts Payable staff will review your comments and return the invoice to the workflow que when the issue(s) have been resolved.
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