This video introduces the Accounts Payable Queue feature, showing how users can upload purchase order invoices and have the system automatically extract key details. It walks through the full workflow—from uploading and processing an invoice to reviewing, editing, and managing it within the queue. The video also highlights tools for viewing invoice details, making quick edits, checking history, and updating status (approve, reject, or mark for edits). Finally, it explains how approved invoices move out of the queue and into payment, positioning APQ as a quality control step before processing payments.
Standard Operating Procedure (SOP) for Processing Purchase Order Invoices in APQ
Objective
This SOP explains how to upload, review, edit, approve, reject, and manage purchase order invoices in APQ under Accounts Payable. The goal is to ensure invoices are accurate and properly routed to payment or resolved before payment.
Key Steps
Access APQ and Upload the Purchase Order Invoice 0:00
Navigate to Accounts Payable > APQ.
Use Browse to locate the purchase order invoice file on your computer.
Upload the file into APQ.
Alternatively, drag and drop the invoice into the upload field if that option is available.
Wait for the system to finish processing the file.
2. Confirm the Invoice Has Been Added to the Queue 0:39
Look for the notification that a new invoice is available.
Click the new invoice entry to open it in APQ.
Verify that the uploaded invoice appears correctly in the queue.
Confirm the invoice is ready for review before taking any action.
3. Open the Invoice for Review 0:49
Select the View Invoice icon (eyeball icon).
Review the invoice details and all pertinent information parsed by the system.
Use this view to confirm the invoice data before editing or approving.
4. Quick Edit Invoice Details if Needed 1:09
Click the Quick Edit icon (pencil icon).
Review the editable fields displayed on the invoice.
Update any incorrect information, such as terms or other invoice details.
Check the confirmation box or save the change to apply the edit.
5. Review Invoice History 1:36
Click the History button to view the invoice’s activity log.
Use the history to see all actions taken since the invoice entered APQ.
Confirm whether edits, status changes, or other actions have already occurred.
6. Delete an Invoice if It Should Not Remain in APQ 1:43
If the invoice should be removed, select the Delete button.
Confirm deletion only when you are certain the invoice should no longer remain in APQ.
Use this action carefully, as it removes the invoice from the queue.
7. Set the Invoice Status for Approval Workflow 1:58
Click Needs Edits to access the available status options.
Choose the appropriate status based on the invoice review outcome:
Approve if the invoice is correct and ready for payment.
Reject if the invoice should not proceed.
Awaiting Approval / Needs Edits if additional review or correction is required.
Ensure the selected status matches the invoice’s current condition.
8. Finalize Approved Invoices for Payment 1:58
Once approved, the invoice will automatically leave the APQ queue.
Confirm it has moved to AP Payment for processing.
Use APQ as the final verification step to ensure invoices are accurate before payment is issued.
Cautionary Notes
Verify invoice details carefully before approving to avoid payment errors.
Use delete cautiously; only remove invoices when you are sure they should not be processed.
Do not approve invoices with missing or incorrect information—edit or reject them first.
Status changes should reflect the actual invoice condition to keep the workflow accurate.
Tips for Efficiency
Use drag and drop for faster invoice uploads when available.
Use Quick Edit for minor corrections instead of reopening the invoice elsewhere.
Check History before making changes to avoid duplicating work.
Review invoices promptly so approved items can move to AP Payment without delay.