Understanding Invoice Approval Workflow Issues in ProcureDesk

In ProcureDesk, ensuring that invoices proceed smoothly through approval workflows is a critical part of maintaining financial accuracy and adherence to policies. However, there are cases where invoices may not pass the workflow or reach the final approval queue. This article provides an overview of common reasons behind such issues and actionable steps to resolve them.

Common Reasons for Invoice Approval Workflow Issues

1. Overridden Approvals

One possible reason an invoice does not reach the final approval queue is that its approval was overridden during processing. This could occur due to manual intervention or an automated system rule. To confirm this:

Navigate to the invoice’s history or audit log.
Look for an entry indicating “approval overridden.”

If you find such an entry, it means the typical workflow was bypassed, and the invoice was removed from the standard approval pathway. Resolving this may require re-evaluating why the override was applied and whether the workflow's configuration aligns with your organization's policies.

2. Submission Without Mandatory Components (e.g., PO Line)

Approval workflows often depend on invoices complying with all required settings, such as associating the invoice with a purchase order (PO) line. If an invoice is submitted without selecting a PO line, the approval workflow may not trigger. Key scenarios to inspect include:

Changes in system settings that enforce rules. For example, if the setting to require a PO line was enabled after the invoice submission date, earlier invoices might bypass the rule.
Verifying if the required PO line or similar component was omitted during submission.

To resolve this:

Check the invoice submission date and the rule settings timeline.
Resubmit the invoice after ensuring all mandatory fields, like the PO line, are completed.

Steps to Investigate Approval Workflow Issues

If you suspect an invoice has not passed the approval workflow or reached the final approver, follow these steps:

Verify Invoice History: - Access the audit log or history section of the invoice. - Look for entries related to "approval overridden" or other anomalies.
Check Current Configuration: - Identify whether any compliance rules (e.g., PO line requirement) have been enabled or modified recently. - Compare this with the submission date of the affected invoice.
Confirm Submission Details: - Ensure all necessary components, such as PO lines, are properly filled out on the invoice.
Cross-Discuss with Approvers or Admins: - Seek inputs from the final approver or system admin to check for manual overrides or unusual activity.

Conclusion

Understanding why an invoice didn’t pass through the approval workflow requires a detailed look into its history, compliance with rules, and recent system configurations. By systematically investigating these factors, you can identify the root cause and implement corrective actions. If such issues persist, consider reaching out to ProcureDesk support for personalized assistance.

Why didn’t my invoice pass the approval workflow or reach final approval?