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Accounts-payable invoice approval

Use a supplier invoice received in the approved channel to create a reviewed invoice coding and approval task. The design keeps source references, uncertain matches, and approval decisions visible to the responsible accountant. It coordinates an administrative handoff with version checks and an exception queue. The design proposes a payable and never releases a payment.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Start with a supplier invoice received in the approved channel. A successful handoff produces a reviewed invoice coding and approval task. Define the accountable owner before connecting systems. The design proposes a payable and never releases a payment. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Validate invoice intake

Check file safety, supplier identity, invoice number, entity, currency, and duplicate status.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Match supporting records

Link purchase order and receipt references where the firm uses them; flag missing evidence.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Prepare coding suggestions

Use approved account and cost-center lists. Uncertain coding remains unassigned.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Route approval

Apply the client-approved authorization matrix with separation of requestor and approver where required.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Handoff the approved payable

Record the approved version and create a draft in the authorized destination; payment is separate.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
vendor_id	vendor_id	Resolve the stable source reference in the correct client, entity, and engagement.
invoice_number	invoice_number	Resolve the stable source reference in the correct client, entity, and engagement.
purchase_order_ref	purchase_order_ref	Resolve the stable source reference in the correct client, entity, and engagement.
approval_version	approval_version	Bind approval to this exact source version; changes require review.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

A changed invoice invalidates approval.A duplicate invoice cannot create a second draft payable.A repeated source event creates only one current review task.A changed source version invalidates an earlier approval.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.