Review and approve invoices

An invoice with a current payfile shows Ready to Post in Invoices. An invoice creator chooses who will review it; reviewers then respond from Task List or their email link.

Send an invoice for review

1. Open the invoice in Invoices and select Review Invoice, or use Actions → Review from the invoice list.
2. In Send invoice for review, select one to three different reviewer groups from CEO, Head of Program, and Management Assistant, as required for this invoice.
3. Use Add reviewer group, Move earlier, or Remove to set the intended list and order.
4. Leave Preserve order checked for one group at a time. Clear it if all groups should receive their tasks together. Every selected group must approve in either mode.
5. Select Send email. The invoice moves to In Review when the review starts.

Invoice Creator Group and Invoice Viewers Group are not available as reviewer choices. A group must have enabled members with usable email addresses. Contact an administrator if the list is empty or a group cannot be selected.

Respond to a review task

1. Open Task List → My Pending Tasks and choose Review from the task's Actions menu. You can also follow your notification email.
2. Review the payfile, original invoice, supplier, amounts, and accounting information. The Approval Information panel shows the group stages.
3. If your group is the final group in the selected order, choose the required Payfile upload group before approving. This is still the final configured group when reviewers work in parallel.
4. Choose an action:
   • Approve Invoice accepts your group's review.
   • Request amendment returns the invoice for correction. Enter a comment explaining what must change.
   • Decline Invoice rejects the invoice. Enter a reason in the comment.

One authorised member's response completes the task for the entire group. An amendment request or decline ends the current review and closes remaining group tasks.

The final reviewer can nominate Invoice Creator Group for journal upload, but creator membership does not make that group a reviewer. Invoice Viewers Group cannot be nominated for upload.

If a link has already been used

If another group member responded first, BIS shows an Approval status notice with the result and action date. The link can no longer submit a second response. Select Go to tasks or Back to tasks to continue.

For task visibility, compare My Pending Tasks with All Pending Tasks in Task List. If your group was recently changed, sign out and in again to refresh your access.