Invoice Approvals

This guide covers the invoice approval workflow for EZ Cloud Enterprise.

Looking for Essentials?

If your organization uses EZ Cloud Essentials (standalone), see Invoice Approvals (Essentials).

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Accessing Your Inbox

Click Inbox in the main navigation to access your approval tasks.

Workflow Tabs

Your configured workflows appear as tabs at the top. Common examples:

• My Approvals - All invoices assigned to you
• Receiving - Invoices requiring receipt verification
• Direct Pay - Non-PO invoices for direct payment
• Facilities - Department-specific workflows

Your workflows are configured during implementation based on your organization's requirements.

Active and History

Within each workflow:

Tab	Description
Active	Invoice tasks currently assigned to you
History	Invoices you have previously approved

Role-Based Queues

If your workflow includes role-based routing, you'll see tabs by approval role:

Examples: Initiator, Budget Manager, PO Approver, AP Specialist. Each shows the count of invoices awaiting action.

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Workflow Status

Invoices show their position in the configured workflow:

The workflow visualization displays:

• Current Stage - Where the invoice is in the process
• Stage Names - Each approval step (e.g., Initiator → Budget Mgr → PO Approver → Final Review)
• Attestation Required - Indicates if attestation is needed at this stage

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Filtering

Click the filter button to open search options:

Filter	Description
Supplier	Search by supplier name
Invoice Number	Search by invoice number
Initiator	Search by who submitted the invoice
Date Range	Filter by date range
Amount Range	Filter by min/max amount

Toolbar options:

• Show only my invoices - Filter to your assigned tasks
• Refresh - Sync validations and refresh the list

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Invoice Detail View

Click any invoice to open the detail view.

Validation Status

Validation	Description
Duplicate	Checks if invoice already exists
PO	Purchase order validation
Supplier Data	Validates supplier information
Receipt	Three-way match against receipts

PO vs Non-PO Classification

Invoices are classified as PO or Non-PO:

• PO - Invoice matched to a purchase order
• Non-PO - Direct payment without a PO

This affects available features and validation rules.

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Invoice Header

The Invoice Header tab displays extracted data.

Supplier Information

Enterprise benefits from ERP-synced supplier validation:

• Supplier Name - Derived from suppliers synced from your ERP
• Supplier Site - Synced from your ERP system

This ensures invoices match approved vendor records.

Editing Fields

Click Edit to enable editing mode. Make changes and save.

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Invoice Lines

Enterprise includes powerful tools for PO-based invoices:

Button	Function
+ Add	Manually add a line item
Load from PO	Import line data from a purchase order
Calculate Taxes	Auto-calculate tax amounts

Load from PO

Import line items directly from the purchase order:

1. Click Load from PO
2. Review the PO Summary (PO Number, Type, Lines)
3. Select the PO lines to include
4. Lines show Receipt Status (Received, Partial, Not Received)
5. Click to add selected lines

Three-Way Match

Lines with partial or no receipts are highlighted. Deselect lines that shouldn't be invoiced yet to support three-way match (PO, Receipt, Invoice) validation.

Line Distribution (Splitting)

Split line amounts across multiple GL accounts:

1. Click the split icon on a line item
2. Choose Dollar Amount or Percentage mode
3. Add distributions with GL Account and amount/percentage
4. Use Auto-Fill PO % to match PO distribution ratios
5. Use Split Evenly to divide equally
6. Click Apply Split when allocations equal the line total

Validation ensures:

• Distribution amounts equal line total
• GL Account specified for each distribution
• All amounts greater than zero

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Actions

Edit Mode

Click Edit to enable editing of header and line data.

Exception Handling

Click Exceptions to access exception handling. Enterprise may have additional exception types based on workflow configuration.

Resolve Exception: When working an exception, click Resolve Exception to return the invoice to normal workflow after addressing the issue.

Approval Actions

Button	Action
Approve	Approve and advance to the next workflow stage
Void	Delete the invoice task from the system
Resolve Exception	Return invoice to workflow after handling exception

Workflow Progression

Clicking Approve moves the invoice to the next stage in your configured workflow. The invoice continues through all stages until final approval and export to your ERP system.

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Collaboration

Chat

Communicate with team members about specific invoices using the chat panel.

Notifications

Receive notifications when:

• Someone tags you in a comment
• An invoice is assigned to you
• Action is required

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Download Options

Option	Description
Invoice PDF	Original invoice document
Extracted Data JSON	Extracted data in JSON format
Audit Data PDF	Complete audit trail

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Quick Reference

Action	How To
Edit invoice	Click Edit button
Load PO lines	Click Load from PO
Split line to GL accounts	Click split icon on line
Calculate taxes	Click Calculate Taxes
Handle exception	Click Exceptions
Resolve exception	Click Resolve Exception
Approve invoice	Click Approve
Delete invoice	Click Void