Introduction

All Purchase Approvers can use the Mobile App (iOS and Android) to approve (or reject) documents. The App has a searchable audit trail of all previous approval/rejection records.
 

The App allows Approvers to:

• Complete the full Approval process, including review of all notes, documents, and GL Budgets associated with the Orders and Invoices. 
• Record their own notes as part of the approval/rejection process explaining their decision to the system finance users.  

Access to this mobile app must be enabled as an add-on for your company, and your company must also have the Workflow Approval feature enabled. Contact your local Support Representative for further enquiries.

See:

Purchase Workflow Approval Overview (18.0) - AIQ Academy

Workflow Approval Setup (18.1) - AIQ Academy

Pre-requisites for Approver Setup (18.2) - AIQ Academy

Mobile Purchase Approval App (18.4) - AIQ Academy

Setting up Approvers to use the App

First, ensure that all relevant approvers have been set up with Send Approval requests by mobile and Send Mobile Invite selected. See New Workflow Approval - New Look UI for more details.‍ 

If they missed their approval email, go to Setup > Approvers Listing and find the approver. Under More Actions, select Send Mobile Invite. 

Next, in the email invite, the Approver needs to click Get Started. The app is now ready for use. In the Approves listing grid, the Mobile Status will turn to Active.

Note that users of the new WFA, will not be able to approve Credit Notes using the app currently but this will be possible in the near future.

Approving Documents

1. Click on the mobile notifications to go straight to the approval process. 
   
   Alternatively, click Refresh in the app to display the documents needing approval.
   
   
   
2. Click Invoices or Orders as appropriate to view outstanding transactions.
   
   
   
3. Select the relevant transaction.
   
   
   If the Purchasing system was not set up to use Budgets, then this is what the mobile screen will present:
   
   
   
4. Add comments and Approve or Reject the transaction. Comments are mandatory if rejecting the transaction. The transaction will disappear from the app.  

View Details, Documents, and Notes

You can find the following icons at the bottom of the Approval/Rejection screen:

• Details
• Documents
• Notes
   

Details: This returns you to the Approval/ Rejection screen:

Documents: Click to view a PDF Report of the Order or Invoice:

Notes: Click to access all notes which have previously added to the Order or Invoice.

History

1. Select the History from the main screen to view a searchable list of all previous associated transactions.
   
2. Select Invoices, Credit Notes, or Orders to view a list. 
   
3. Select an entry to view a copy of the transaction with its attached Documents and Notes.