At a Glance
Approval of Accounts Payable invoices is based on cost centers.
One or more Supervisors can be assigned to each cost center.
If multiple Supervisors are assigned, only one approval is required to approve the invoice.
Overview
The approval workflow for Accounts Payable invoices routes invoices based on the assigned cost center and the Supervisors configured for that cost center. Each cost center in Circula can have one or more Supervisors assigned to it. If a cost center has multiple Supervisors, only one approval is required.
At the moment, Accounts Payable invoices can only be approved via the web app.
Note
Cost center approvals apply exclusively to Accounts Payable invoices and do not affect existing expense approval workflows.
Important
Supervisors outside of groups act as fallback approvers. They have access to all invoices that are not assigned to a cost center or whose cost center does not have a responsible Supervisor assigned. This ensures that no invoice remains unprocessed.
How Routing Works
Invoice with an assigned Supervisor: If the invoice is linked to a cost center that has one or more Supervisors assigned, the invoice is routed to those Supervisor(s).
Invoice without a Supervisor or cost center: If the invoice has no cost center assigned, or if no Supervisor is assigned to the cost center, the invoice is routed to a Supervisor outside of groups.
Access and Visibility
Access to invoices is role-based and adjusts dynamically when Supervisor assignments change.
Supervisors outside of groups: Have access to all invoices at all times, regardless of cost center or approval status.
Cost center Supervisors: Have access to all invoices (current and historical) assigned to their respective cost center.
Tip
If a Supervisor is removed from a cost center, they immediately lose access to all associated invoices. If they are added to a cost center, they immediately gain access.
Special Cases in the Approval Workflow
Scenario | Behavior |
Invoice Splits | Only the cost center of the first split line item determines the routing. The cost centers of subsequent split line items are ignored for approval purposes.
|
Rejection | The invoice is sent back to the accountant. The approval workflow is reset. The originally assigned Supervisor loses access. The accountant can update the invoice and resubmit it for approval. |
Deactivation | Cost Center: Supervisors outside of groups retain access, while former cost center Supervisors lose access. Supervisor: The Supervisor loses access to assigned invoices. |
How It Works
Navigate to the "Pending Approval" or "ToDos" tab under "Invoices" and click on the invoice you want to approve.
Click on the invoice you would like to approve.
You can approve the invoice by clicking the green checkmark, or reject it by clicking the red X.
For rejected invoices, you always have the option to provide a reason for rejection.
Note for users who have both the Accountant and Supervisor roles:
Under "Pending Approvals", you will find two tabs:
"My Approvals": This tab contains all invoices that require your approval.
"Sent for Approval": This tab contains all invoices that are awaiting approval from other Supervisors.
FAQ's
What happens if multiple Supervisors are assigned to the same cost center?
The invoice appears in the to-do list of all assigned Supervisors. Only one approval is required. Once approved, the invoice is displayed in the "All" tab of all assigned Supervisors.
Where can I find the invoice to-do list?
You can find the invoice to-do list under Manage → Invoices. (Unlike expenses, whose list is located under Manage → Approve & Control.)
What happens if a Supervisor is added to a cost center after the invoice has been created?
The new Supervisor automatically gains access to the relevant invoice. Accountants can move the invoice back to their to-do list for rerouting and update the cost center if needed.
Do you still have questions?
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