Frequently Asked Questions

How to Approve Invoices
Last Updated 2 years ago

The business office scans invoices that needs to be approved by a budget manager. If you are the budget manager responsible for the invoice, you'll receive an e-mail that looks something like this:


This is your cue to approve the invoice. There are two ways to approve an invoice:
  • Windows Review (one invoice at a time)
  • PaperSave Workflow (Many invoices)

Windows Review:

To use Windows Review:
  • your default browser must be Internet Explorer OR
  • You must right click "Windows Review" and chose copy link address. Paste this address into Internet Explorer
Once you've pasted the link in Internet Explorer, hit enter.

  1. An application will open with your invoice visible
  2. Click "Update GL Code Number" on the right column
  3. A window will pop up
  4. Enter a GL code in the first field in the format 1-0000-00000
  5. When you change fields, a box will appear to confirm the GL #
  6. Enter the amount of the invoice. This will likely be the full amount unless this invoice is being split between GL #
  7. Click "Update Data" in the menu bar
  8. Click the thumbs up "Approve" button at the top left
  9. Delete the email from your inbox that informed you that an invoice needed your approval
  10. Repeat this process for every subsequent invoice that you need to approve

Papersave Workflow:

Workflow is identical to the single invoice "Windows Review", but has all of your pending invoices listed to approve one after another. If you would like to use Workflow, please submit a help ticket to get it set up.

  1. You receive an email telling you that you have an invoice to approve
  2. Go to your start menu and open PaperSave Workflow
  3. The first invoice will open automatically
  4. Add a GL number
  5. Click Approve
  6. The next invoice will open
As a best practice, remember to delete each email as you approve that invoice so that you aren't confused as to which invoices have been approved.

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