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Reviewing AP Unapproved Invoices

Reviewing AP Unapproved Invoices is where reviewers approve invoices entered in Entering AP Unapproved Invoices. Keep this article approve-grid focused. Status check and posting stay on Posting AP Unapproved Invoices.

:::note Partial Trimble field coverage Trimble overview and entry-tree routing facts were read for this form. A dedicated Review Field Definitions page was captcha-blocked on the 2026-09-09 pass, so this article documents the approve workflow and routing rules that are confirmed, not a full control-by-control field list. :::

Before you start​

  • Your reviewer ID is set up and you are in the approval path for the invoices you expect to see.
  • Every invoice line needs at least one reviewer. Header reviewers default onto lines at entry; line reviewers can be added separately on the entry form.
  • Reviewer groups, optional reviewers, dollar thresholds, approval sequences, and responsible persons control who sees the invoice and in what order. Those assignments are made at entry (and in reviewer setup), not invented on the Review grid.
  • Invoices should already be at Ready (or Auto Ready) before reviewers work them. See Entering AP Unapproved Invoices.

Steps​

Load your review grid​

  1. Open AP Unapproved Invoice Review.
  2. Enter your reviewer ID and Refresh Grid. The grid shows invoices (and lines) waiting on your approval based on group membership, optional-reviewer rules, dollar thresholds, and approval sequence.

Review coding and attachments​

  1. Open attachments and review coding for each invoice or line in your queue.
  2. Use Invoice Setup when you need larger coding changes than the review grid supports. Prefer correcting coding here (or sending back for edit) before you approve.
  3. Confirm coding and attachments are correct. A wrong approve is costly to unwind compared with fixing coding first.
  1. Approve when ready. Approval moves the invoice toward Unapproved Invoice Posting once all required reviewers for each line have approved.
  2. If the invoice is rejected, use Vista's edit-and-re-route path rather than a parallel offline process. Rejected invoices can be edited and sent through review again.
  3. If an approved invoice is still eligible to unapprove, use Vista's unapprove workflow before posting consumes it. Do not invent a side process outside Unapproved Invoice Entry / Review / Posting.

Notes​