General Information 
Approve Invoices
Use this task to approve AP Invoices and/or Credit Memos. After they have been approved, they will be listed in the Verify Invoices To-Do List Activity or Export Invoices To-Do List Activity depending on how you have defined your Accounts Payable process flow at System Administration > Maintain Lookup Tables - Business Constants.
AP Invoices and Credit Memos need to be Coded before they can be approved.
If the Verify Invoices step is set to occur before AP Invoices can be approved at System Administration > Maintain Lookup Tables - Business Constants, then the AP Invoices need to be verified before they can be approved.
Accounts Payable Detail General Information Approve Invoices
or
Accounts Payable Detail Invoice Approve Invoices
The AP Invoice or Credit Memo highlighted on the Accounts Payable Detail > General Information Tab or the AP Invoice or Credit Memo displayed on the Accounts Payable Detail > Invoice tab will be selected when you start this task.
Set the Filter Criteria to narrow down the list of AP Invoices to be approved:
Set the Filter By to select Community to view only AP Invoices and/or Credit Memos for those Vendors that are used by that community, or set the Community Filter to <All Authorized Communities> to see all vendors. Which Community or Communities a Vendor is used by is defined by the Vendor Account Holders (Vendor Detail > AP Vendors) the AP Invoice was received for.
Comm./Co (default) - filter for a selected community or management company you are authorized to see.
District - filter for all communities in a particular district
A community's district is defined from the Community Detail > General tab.
Districts are defined at System Administration > Maintain Lookup Tables - Community Districts
Region - filter for all communities in a particular region
A community's region is defined from the Community Detail > General tab based on the district the community is in.
Community districts are assigned to community regions at System Administration > Maintain Lookup Tables - Community Districts
A Community region is a group of districts, and Community Regions are defined at System Administration > Maintain Lookup Tables - Community Regions
Rental Agent - filter for all communities assigned to a particular rental agent.
A community's rental agent is defined from the Community Detail > General tab.
Rental agents are defined at System Administration > Employees under "Employee Flags".
Accountant - filter for all communities assigned to a particular Accountant.
Accountants are assigned to each community from the Community Detail > General tab.
Management Office - filter for all communities assigned to a particular management office
A community's management office is defined from the Community Detail > General tab.
Management offices are defined at System Administration > Management Offices.
Owner - filter for all communities assigned to a owner
A community's owner is defined from the Community Detail > General tab.
Owners are created at System Administration > Maintain Lookup Tables - Owner.
Select a Vendor to view only those AP Invoices and/or Credit Memos for a specific vendor.
Select individual AP Invoices and/or Credit Memos, and use the Approve All and Reset All links to set the Action to take on the AP Invoices as <None>, Hold, Fail or Pass.
Approval Actions:
<None> - leave as none to approve the AP Invoice later.
Hold - to mark an AP Invoice as Held. Held Invoices will remain in the Approval To-Do List Activity with a 
Held Indicator so that users will know further action is needed before the invoices can be approved.
Fail - to mark an AP Invoice as having Failed the approval process. Failed AP Invoices will move back to the previous To-Do List Activity with a red Failed indicator.
If Fail is selected, a comment is required before the task can be completed successfully. Click the 
button to open a popup to see more of comment being entered.
Pass - to mark an AP Invoice as having Passed the approval process. Passed AP Invoices will move on to the next To-Do List Activity.
If Pass is selected, a comment can be entered, but is not required. Click the button to open a popup to see more of comment being entered.
As you highlight each AP Invoice and/or Credit Memo, you will see its Line Item Details.
As you highlight each AP Invoice and/or Credit Memo, you will see its transactions, detailing the steps it has gone through during the Accounts Payable Process.
You can also Add, Maintain or Delete and miscellaneous transactions/notes for the selected AP Invoice.
Double-click on the Line Item Type hyperlink for each line item to see more details for that line item in a popup.
Invoices that had been previously set to Held will not have their status changed by clicking the Approve All or Reset All links; you will need to deliberately change the status for each held invoice.
The Action to be taken on Held invoices can only be changed to Fail or Pass.
For one or more AP Invoices and/or Credit Memos, you can select to Track Comps if you want to be able to use this AP Invoices or Credit Memo to track comparable prices.
The Track Comps check box is only visible when the action to take on an AP Invoice has been set to Approve.
For one or more AP Invoices and/or Credit Memos, you can select to make all of its line items Reserve Eligible.
The Reserve Eligible check box is only visible when the action to take on an AP Invoice has been set to Approve, and the Reserve indicator has been set for the community at the Community Detail > General tab.
You can make individual Work Order Line Items “Reserve Eligible from Work Detail > Create New Work Order.
: Invoices with the Paperclip icon present indicate that there is an attachment for the selected AP Invoice. Existing Attachments can be viewed and/or maintained by double-clicking the Paperclip icon.
Click Finished to set the selected AP Invoices and/or Credit Memos Approval Status to Held, Fail, Pass, or no change.
The Invoice's Transaction Log will show the Approval Action taken along with any comments that you added during this task.