Invoice User Roles

Accounts Payable (AP) Approver 

Function 

Review Invoices submitted for approval, and ‘approve’ or ‘reject’ them.

*Permissions 

1. Code AP Documents: If ‘coding’ permission is assigned to AP Approvers, they can enter or modify Invoice accounting information. 
2. Edit Invoices Upon Approval: If ‘editing’ permission is assigned to AP Approvers, they can modify the information on an Invoice when it is submitted to them for approval. 

Navigation Panel & Home Screen 

With Coding Permission: 

Navigation Panel Explained 

Approve 

Repository for each AP Approver to access their assigned invoices. 

Status

Explanation

Pending	Awaiting approval
Approved	Invoices that have been approved by the individual approver.
Rejected	Invoices that have been rejected by the individual approver.

Code 

Repository of invoices awaiting each AP Coder before they can be approved for payment. 

Document Flow 

The Document Flow function allows managers to view details for any document and its Related Documents. It can also display a diagram of where a document is in the purchasing process lifecycle. Search by document type or number. 

Accounts Payable (AP) Auditor 

Functions 

Retrieve, view and run reports on specific invoices in the following statuses 

• Posted 
• Paid * 
• Partially Paid* 

*Paid and Partially Paid is only enabled if Payments is enabled by Vroozi at the request of an organization’s administrators. 

If Credit Memo Functionality is enabled - Tracking of Posted Memos will also be a function. ‘Track Memos’ will be an additional category in an Auditor’s Navigation panel. 

Permissions

AP auditors can only view invoices from the specific business units or locations assigned to them. Similarly, auditors can only access invoices that have been processed. 

Navigation Panel & Home Screen
 

Navigation Panel Explained 

Track Invoices

Repository of invoices at various stages of processing. All Processors see only their own invoices. 

Category	Explanation
Partially Paid	Some but not all of the items contained in the invoices have been paid
Paid	All items contained in the invoice have been paid.
Posted	Vroozi AP Processing is complete and sent to an external system to facilitate payment.

Document Flow 

The Document Flow function allows users to view details for any document and its Related Documents. It can also display a diagram of where a document is in the purchasing process lifecycle. Search by document type or number. 

Accounts Payable (AP) Processor

Functions

• Create and submit Invoices including: 

○ Submit Invoices for approval 

○ Submit Invoices for coding 

• Assign Invoices to other AP Processors or Managers 
• Park Invoices 
• Submit Invoices for Exception Handling. 
• Track all Invoices assigned to them that have been submitted for exception 
• Post AP documents (invoices and/or memos) - If Automatic posting has been turned on at the Administrator level. 

Permissions

If the ‘Coding’ role is assigned to AP Processors, they can enter or modify Invoice accounting information when it is submitted to them for Coding. 

Additional Details

Unless multiple hoppers are used all AP Processors will see All incoming invoices. The differentiation or division of work must then be done using the search bar filters: Date, Supplier or Sender.

Navigation Panel & Home Screen

Screen includes Code Invoices indicating the Coding permission has been added for this user. 

Navigation Panel Explained 

Inbox 

Repository of all invoices 

Create 

Create Invoices or Memos using documents outside of the hopper. 

Resolve Invoices 

Repository of all Invoices awaiting exception resolution by the AP Processor. 

Note: *This section will only be displayed if the AP Processor is designated as an Exception Handler

Track Invoices 

Repository of invoices at various stages of processing. (AP Processors can only see their own invoices.) 

Category	Explanation
All	Repository for Invoices created by all users
Overdue	Payment is past due
Exception	Undergoing AP Exception Handling

Draft	AP has begun processing
Parked	Held for processing
Pending	Awaiting approval
Approved	Approved for payment
Rejected	Rejected and sent back to invoice creator for reconciliation
Coding	Submitted for Coding
Posted	AP Processing is complete and sent to external service to facilitate payment
Partially Paid	Some but not all of the items contained in the invoices have been paid
Paid	All items in each invoice have been paid.

Track Memos (If Memo functionality is enabled by the organization) 

Category	Explanation
All	All inclusive repository of memos created by all users
Draft	AP has begun processing
Parked	Held for processing
Approved	Approved for credit submission
Posted	Vroozi AP Processing is complete and sent to external service to facilitate payment

Post Invoices 

Includes repositories for all Posted Invoices and Memos. 

Document Flow 

The Document Flow function allows users to view details for any document and its Related Documents. It can also display a diagram of where a document is in the purchasing process lifecycle. Search by document type or number.

Accounts Payable (AP) Manager

All encompassing role with access to All Invoices submitted to the Hopper and all AP (invoices & memos) documents created in the system 

Functions

• Post Invoices to external system for payment 
• Perform all the tasks that an AP Processor and Coder can do. 
• Intercept, code and approve an Invoice that is pending approval from any AP Approver. Once an AP Manager intercepts and approves an Invoice it goes to ‘approved’ status and does not require approval from subsequent approvers, if any. 

Navigation Panel & Home Screen

Navigation Panel Explained 

Inbox 

Repository of all invoices 

Create 

Create Invoices or Memos using documents outside of the hopper. 

Resolve Invoices 

Repository of all Invoices awaiting exception resolution.

Track Invoices 

Repository of invoices at various stages of processing. 

Category	Explanation
All	Repository for Invoices created by all users
Overdue	Payment is past due
Exception	Undergoing AP Exception Handling
Draft	AP has begun processing
Parked	Held for processing
Pending	Awaiting approval
Approved	Approved for payment
Rejected	Rejected and sent back to invoice creator for reconciliation
Coding	Submitted for Coding
Posted	AP Processing is complete and sent to external service to facilitate payment
Partially Paid	Some but not all of the items contained in the invoices have been paid
Paid	All items in each invoice have been paid.

Track Memos (If Memo functionality is enabled by the organization) 

Category	Explanation
All	All inclusive repository of memos created by all users
Draft	AP has begun processing
Parked	Held for processing
Approved	Approved for credit submission
Posted	Vroozi AP Processing is complete and sent to external service to facilitate payment

Post Invoices 

Includes repositories for all Posted Invoices and Memos. 

Document Flow 

The Document Flow function allows users to view details for any document and its Related Documents. It can also display a diagram of where a document is in the purchasing process lifecycle. Search by document type or number.