Introduction

Purchase Approvers can use the Mobile App (iOS and Android) to approve (or reject) Orders, Invoices, and Credit Notes. The App has a searchable audit trail of all previous approval/rejection records.
 

The App allows Approvers to:

• Complete the full Approval process, including review of all notes, documents, and GL Budgets associated with the Orders and Invoices. 
• Record their own notes as part of the approval/rejection process explaining their decision to the system finance users.  

Access to this mobile app must be enabled as an add-on for your company, and your company must also have the Workflow Approval feature enabled. Contact your local Support Representative for further enquiries.

See:

Purchase Workflow Approval Overview (18.0) - AIQ Academy

Workflow Approval Setup (18.1) - AIQ Academy

Pre-requisites for Approver Setup (18.2) - AIQ Academy

Mobile Purchase Approval App (18.4) - AIQ Academy

Setting up Approvers in the App

If the approver will be approving on behalf of multiple entities, the invite process below must be repeated for each. The approver will be linked to all entities via the mobile app.

1. Log into the Purchasing System.
2. Go to Approver Setup > Purchase Approvers to view the list of Approvers previously set up.

3. Find your approver. Go to Actions and select Send Mobile Approval App Invite. This sends an email to the Approver. In the grid, the access status will turn to Enabled. 
4. In the email invite, the approver should download the appropriate format.
5. After the app has been downloaded, the Approver needs to register the mobile device with the AccountsIQ system, by clicking Get Started. The app is now ready for use.

Using the app to approve or reject Orders, Invoices, and Credit Notes  

Notifications of Approvals needed

When orders, invoices, and credit notes are prepared within the Purchasing system, the system checks if there is a registered mobile device for an Approver. If so, the Approver will receive a mobile message regarding the approval. The Approver can click any of these notifications to take them straight into the approval process. 

Alternatively, the Approver can open the app and click Refresh. This will display the status of Orders, Invoices and Credit Notes awaiting approval or rejection by that Approver.

Starting the Approval process

1. Click Invoices or Orders as appropriate. This will bring up the list of outstanding transactions.

2. Select the relevant transaction.

3. The Approver can now add comments if desired and approve or reject the transaction. Comments are mandatory if rejecting the transaction. After approval or rejection, the transaction is removed from the mobile device, and the purchasing system updates accordingly.

If the Purchasing system was not set up to use Budgets, then this is what the mobile screen will present:
 

Other Features

You can find the following icons at the bottom of the Approval/Rejection screen.
 

Documents: Click to view a PDF Report of the Order or Invoice.
 

Notes: Click to access all notes which have previously added to the Order or Invoice.
 

Details: This returns you to the Approval/ Rejection screen.
 

History

Select the History Folder from the main screen.
 

It contains a searchable list of all previous transactions associated with this Approver.
 

Select Invoices, Credit Notes, or Orders to view each list. Selecting an entry will bring up a copy of the transaction with its attached Documents and Notes.