Setting invoices to go into a pending state to be reviewed before the approval process may be a good best practice if your company is impacted by one of the following scenarios:
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Set Invoices to Automatically Go Into a Pending State
Set Invoices to Automatically Go Into a Pending State
Overview
- Your company has a few accounts that are critical to your business and you would like to ensure their accuracy and, therefore, enforce a mandatory review process before each invoice can be approved.
- Your company has many accounts that are registered, but the user on the account has the option to abandon the process when they are prompted to provide a form of payment. So the system does not attempt to approve abandoned accounts, pending invoices that are not approved within a configured number of days can be discarded.
Setting Invoices To Automatically Go Into a Pending State
Invoices can be set to automatically go into a pending state at the following levels:
Setting at the Client Level
All future invoices for all accounts within a client can be set to automatically go into a pending state by enabling the inv_approval_req_ind client setting.
Because of the impact this setting would have on your Aria client instance, this setting must be turned on by Aria Customer Support. If you would like this setting enabled, please send a service request by submitting a Parature support ticket.
Note: If this setting is enabled, all accounts will inherit this setting when they are created moving forward. All previously created accounts need to be updated to reflect this change.
Setting at the Account Level in Aria
All invoices for an account can be set to automatically go into a pending state via the UI by selecting the This account DOES require manual approval of pending invoices toggle within the Approval Required Flag tab of an account.
Note: If the Approval Required Flag is not visible, your Aria administrator may have to enable this module by navigating to Configuration > Security > Account Access > Account Overview and changing the Approval Required Flag Display to On.
Setting at the Account Level Using Aria APIs
All invoices for an account can also be set to automatically go into a pending state by setting the <invoice_approval_required> parameter to True on either the create_acct_complete or update_acct_complete API.
Setting at the Invoice Level in Aria
An individual invoice can be set to go into a pending state via the UI by choosing to generate an invoice from the Invoices tab and selecting Pending Invoice from the list of generation options.
Setting at the Invoice Level Using Aria APIs
An individual invoice can also be set to go into a pending state by setting the <force_pending> parameter to True on the gen_invoice API.
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