Approvable bills

Approvable bills

The approver is able to approve the bill in the following cases:

  • There are no exceptions on the bill.
  • Exception thresholds have been defined for the fields showing exceptions and the exceptions are below the threshold.

In the following cases, approvers receive an email asking them to approve a bill:

  • The bill has matching exceptions that have been resolved.
  • The bill has matching exceptions that have not been resolved.

The first approver in the sequence receives the approval email. Once the bill is approved, an email is sent to the second approver, and so on, until all approvers have approved the bill. After the last approval, bill status changes to Pending payment and the bill moves to the Pending payment subtab in the Tipalti Hub.

Approved PO-backed Bills Email

The following table describes each field in the approver email.

Field

Description
Bill Details
Supplier The name of the payer, as assigned by Tipalti
Total bill amount Bill currency and total amount
Related POs
  • List of purchase order numbers linked to the bill
  • The format is: PO # - ordered by buyer on "PO creation date"
  • If there is no buyer or PO creation date, then only the PO # displays.
  • If the bill is not linked to any POs, then "missing" displays in this field.
Related receipts
  • List of receipt numbers linked to the purchase order and bill
  • The format is: Receipt # - received by recipient on "receipt date"
  • If there is no recipient or receipt date, then only the receipt # displays.
  • Three-way matching must be enabled for this field to display.
Custom field If custom fields have been defined for the bill entity, the field name is the display name and the value is what was defined on the bill.
Invoice number The number of the invoice
Bill refcode The reference code for the bill
Bill date The date the bill was created
Due date
  • The date the bill is expected to be paid
  • This value is the computed due date: (Invoice date or bill creation date) + payee payment term
line details
Bill line# The index number of the line, which is used to reference the same line in the "Exceptions" table below
Item# Code for the bill line item
Description A description of the bill line
Custom field If custom fields have been defined for the bill line entity, the field name is the display name and the value is what was defined on the bill line.
Quantity The number of units for the bill line description
Price The price for a single unit of the bill line description
Net amount The amount of the bill line (Quantity x Price)
Tax code The type of tax code and its rate—e.g., VAT-UK (20%)
Tax amount
  • The currency and amount of tax for the bill line
  • A negative number (for vendor credit) is allowed
Total The currency and total bill line amount (net amount + tax amount)
Total Amount
  • The currency and sum of all line totals
  • Displays below all bill lines
Previous bills
Invoice date The date indicated on the original invoice
Invoice number
  • The number of the invoice
  • Click this number to download the invoice (if there is no invoice attached to the bill, this number is not clickable)
Due date
  • The date the bill is expected to be paid
  • This value is the computed due date: (Invoice date or bill creation date) + payee payment term
Total amount Bill currency and total amount
Status The status of the bill
Exception details
Bill line# The index number that matches the same index number in the bill line details above
Exception details A description of the matching exception for the bill line
PO#
  • The purchase order identifier relevant to the exception description
  • Only displays if more than one PO is linked to the bill
PO value The field value on the purchase order that shows a matching exception
Bill value The field value on the bill that shows a matching exception
Receipt value
  • The field value on the receipt that shows a matching exception
  • Three-way matching must be enabled for this field to display.

A notification displays at the bottom of the email, which indicates whether the original invoice is attached.

The email contains three action buttons. These actions can be performed via mobile, tablet or computer.

  • Approve bill: If you are the only approver or the last approver in a sequence of approvers, then the approved bill is assigned a status of Pending payment and is forwarded to the Pending payment subtab. Otherwise, bill status remains the same and a bill-PO action request email is sent to the next approver.

The "Approve" button only displays if the bill is approvable.

  • Send back to AP: A reason for sending the bill back to AP must be provided. The bill is assigned a status of Pending AP action and is forwarded to the Pending AP action subtab.
  • Dispute Bill: A dispute reason must be provided. The reason is emailed to the payee.