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Your list

Open Approvals. If you only approve invoices, open All Invoices instead. Invoices waiting on you are there, with the most urgent first.
  • Filter on your own approvals or the ones delegated to you.
  • Sort by invoice date, due date, or amount.
  • An invoice that is due soon, or already past due, carries a badge. Those cost money if they wait.

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Deciding

1

Read the invoice

The document is next to what Glimps read. Check the supplier, the amount, and what it is for.
2

Decide

Approve sends the invoice on. Decline sends it back, and asks for a comment. Ask Question and On Hold are under More.
3

Add a comment where it helps

It is optional, but on a decline it is worth it, because the person picking it up needs to know what was wrong. On an approval it often helps too: “agreed price for the extra pallets”.
The invoice leaves your list the moment you decide. If your step was the last one, the invoice is ready to book.

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When your company books after approval

Some companies book an invoice only after the last approval. Then the invoice is not in Exact yet while you look at it, and you get two more options:
  • Ask for a change: say what should be different, for example “cost center should be 200”. The invoice keeps waiting, the person who sent it answers, and it comes back to you. Not the same as a decline, which stops the invoice.
  • Adjust the coding yourself, when your company allows it: click a ledger account, cost center, or project in the lines to change it. Each change saves at once, under your name. The button becomes Approve with change.
Supplier, invoice details, and amounts stay read-only. If one of them looks wrong, click Not right? Ask for a change next to it. The change request opens with that field already filled in. See Booking before or after approval.

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Deciding from your mail

The notification mail carries the invoice and the buttons. You can decide without signing in: a button opens a short confirmation page, and nothing changes until you press the button there. It lands with the same record as a decision made in the app. The link is personal and works for 3 days. Put an invoice on hold from the mail, and you can still approve or decline it later from that same mail.

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When your decision is refused

Sometimes Glimps cannot take your decision, for example because the approval is no longer open. The message then says why, instead of only asking you to try again. An approval that was replaced, because the invoice was sent for approval again, leaves your list by itself. You only see the approval that is open now.

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When something is unclear

Use Ask Question (under More) on the invoice instead of guessing. The question goes to a colleague with the invoice attached, and the approval keeps waiting for you in the meantime. See Questions.
A declined invoice that comes back corrected is normal and healthy. An invoice approved because nobody knew who to ask is the expensive one.

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What happens after

  • Approved: the next step, or booking. The last approval lifts the payment block in Exact, or books the invoice when your company books after approval.
  • Declined: the invoice goes to Authorizations > Rejected, where a processor picks it up, fixes it, and routes it again. Your decision and comment stay on the invoice forever.