Troubleshoot bill approvals—Accounts Payable

Intacct automatically records an approval in the following circumstances:

• When the rule type is Vendor-based approval, but no Bill approver is set on the vendor record

• When the rule type is Value approval (Permission-based) and the submitter is also the approver responsible for the corresponding value level

• When the rule type is Value approval (Permission-based) and the bill amount is lower than the minimum approval amount for level 1

• When the bill submitter is selected as an unrestricted user in the bill approval configuration

To view the automatically approved bill on the Approve Bills list, select View all.

First, make sure that your company is enabled for bill approval email notifications on the Configure Accounts Payable page. Then, a user can go to their Preferences page and manage their email notification preferences.

Do you have the correct permissions?

To view the Approve Bill Payments list, you need Accounts Payable permissions for Approve Bills (List).

If your company is using value approvals, you also need the appropriate Accounts Payable permissions for AP bill approval levels.

Your administrator can help you determine which permissions you have.

Is the bill subject to bill approvals?

Some bills aren't subject to bill approvals. These type of bills include the following:

• Bills imported as historical (which don't post to the GL)
• Bills created in Purchasing which go through a separate approval process.

Are you using a custom or filtered view?

Check that you are viewing all the bills available. On the far left side of the page, select the dropdown and make sure that All is selected (and not, for example, "Recently viewed", which would limit what bills you see).

Are you an approver?

Intacct automatically records an approval in the following circumstances:

• When the rule type is Vendor-based approval, but no Bill approver is set on the vendor record

• When the rule type is Value approval (Permission-based) and the submitter is also the approver responsible for the corresponding value level

• When the rule type is Value approval (Permission-based) and the bill amount is lower than the minimum approval amount for level 1

• When the bill submitter is selected as an unrestricted user in the bill approval configuration

To view the automatically approved bill on the Approve Bills list, select View all.

Confirm where the bill is in the approval flow by selecting the History tab on the Bill information page.

If the bill is still in a Submitted state and you have permission to edit bills, recall the bill to remove it from the approval queue.

If the bill state is Submitted and you have bill edit permissions, the absence of the Recall link suggests that the bill was submitted by a user who does not have edit permissions. In this case, ask the approver to decline the bill, then update it and resubmit.

You can delegate approvals when the option is enabled in Accounts Payable Configuration. After your admin sets up bill approval delegation, you'll see the option to turn on delegation in My preferences, under Email notifications.

Bill approval delegation is not currently supported for value-based approval.