TABLE OF CONTENTS
- When approval is required
- Approval levels (1, 2, …)
- What approvers do
- Force Approve
- Roles at a glance
- FAQ
After a VIM Validator validates a Vendor Invoice, Fieldclix may require one or more approval levels before the bill becomes Approved.
Who appears as an approver is set on the Invoice Category (Vendor Responsible, Build Plan Owner, Purchaser, Requester Supervisor, BP roles, named employees, amount thresholds). Setup: Configure Invoice Categories.
Day-to-day Validate → Send for Approval → Approve: Process Vendor Invoices.
Find your queue: VIM Invoices and Review Dashboards → Review → By Assignee.
When approval is required
Situation | What happens |
|---|---|
Category needs approvers for this amount | Validator Send for Approval → Under Approval → each level Approve in order |
Category allows Validator Can Approve (for any amount, or under the amount limit) | Validator can Validate and Approve (or approve without a full multi-level run) |
No approval required for this bill | Path can go to Approved without Under Approval |
If Validator Can Approve is on and the amount limit is empty, approval levels are off — the validator can finish alone for that category.
Approval levels (1, 2, …)
Levels run in order. Level 1 (first-level / FLA) acts first; when everyone required on that level has approved, Level 2 (second-level / SLA) starts, and so on.
While the invoice is Validated, a VIM Validator can:
Change 1st level Approvers — set first-level people by hand
Recalculate Approvers — restore the list from the Invoice Category rules
Each return for fixes starts a new iteration (how many times the bill came back for adjustments). You see current approvers on the invoice Approvals area.
What approvers do
Open the invoice from VIM → Review (often By Assignee) while it is Under Approval.
Action | Result |
|---|---|
Approve | Confirms this level; when all required levels are done → Approved |
For Revision | Sends the bill back so AP can correct it (toward Pending for another pass) |
Advanced VIM Approver may edit allocation lines while the bill is Under Approval.
Force Approve
VIM Approval Override can Force Approve while the invoice is Under Approval, skipping remaining approvers. Use only when company policy allows it.
Force Approve is not available from Validated alone — send for approval first, or use Validate and Approve when the category does not require multi-level approval.
Roles at a glance
Role | In approval |
|---|---|
VIM Validator | Validate; Send for Approval; Change / Recalculate 1st-level approvers; Validate and Approve when allowed |
Approver (assigned by category / change) | Approve or For Revision on their open level |
Advanced VIM Approver | Can edit lines under approval |
VIM Approval Override | Force Approve under approval |
FAQ
Q: Who decides the default approver list?
A: The Invoice Category approval levels (and amount rules). Validators can still change first-level approvers on a Validated invoice.
Q: Can an approver “reject” like a validator?
A: Approvers use For Revision to send the bill back. Reject (Pending → Rejected) is a validator action before / outside the approval chain.
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