Overview

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This article will guide you in reading the Approval Status of an Invoice in Oracle

Critical Concepts

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• This process can be used for Payment Requests and Invoices submitted against a Purchase Order (PO)
  
  • All Concur Invoices are automatically approved in Oracle
    
    • For a breakdown of how to read Approval Flow in Concur, see the How to Check the Status of a Concur Request and Expense Report KBA
• Different documents may go through different approval processes
  
  • Invoices that route to the Tax and Accountability team are determined at the time of the Supplier/Payees initial registration with UCSD
    
    • Only one approval from this team is needed to process the Invoice
    • This excludes Payment Request Invoices, Payment Request Invoices will need to be approved by the Tax and Accountability team as well as a Financial Unit Approver from the Financial Unit submitted with the Payment Request
  • Requester approval is required for all Payment Request Invoices, when the PO Invoice exceeds $10,000 or when the PO Invoice exceeds 5K and is for Inventorial Equipment
    
    • Requester approval is required to confirm receipt of goods/services
  • Financial Unit approval is required for all PO Invoices over $10k
    
    • This displays in Oracle as [Financial Unit Number]_UCSD_WF_APPROVER_JOB
    • If an Invoice is charged to multiple Financial Units, a Financial Unit Approver from each Financial Unit needs to approve

Steps to Take

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1. Search for desired Invoice and click on the Invoice hyperlink

a. See the How to Look Up Invoice Status KBA for more information

2. Select Holds and Approvals tab

3. Select Detach button

4. Actions of Initiated, Approved or Rejected are shown by a non-zero amount displaying in the Reviewed Amount Column

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a. Example: Each pair of colored circles links the Action with the Reviewed Amount to demonstrate that an Action has been taken on the document

b. First approval is initiated by Accounts Payable, this is the initial Review/Approval that updates the Status in PaymentWorks

An Example Displaying an Approved Document with the Order of Process

1. The Payment Request was created by IPPS

2. The Invoice was acquired and approved by the Tax & Accountability team

3. The Invoice was acquired and approved by the Financial Unit Approver

An Additional Example Displaying an Approved Document with the Order of Process

1. Payment Request was created by IPPS

2. Invoice was approved by the Tax & Accountability team

3. Invoice is awaiting approval from a Financial Unit Approver for 3000064

An Example Displaying an Automated Approved Document with the Order of Process

1. The Invoice was uploaded into Oracle by Accounts Payable

2. The Invoice went through an automatic Approval from the system

3. Invoice was approved by Financial Unit Approval for Financial Unit 1000198

4. Invoice approved by Requester