PI Approval Workflow

This page explains how Purchase Invoice approvals work in PayInvoice Next.

How PI Approval Works

The Purchase Invoice approval workflow follows the same pattern as the PO Approval Workflow, but typically involves the finance team rather than procurement:

Draft → Submitted → Pending Finance Review → Pending Controller Approval → Approved → Posted
                          ↓                           ↓
                       Rejected                     Rejected

Checking Approval Status

Open the Purchase Invoice. The Workflow State field shows the current status. The Workflow Comment section shows the full approval history.

Approving a PI (For Finance Approvers)

1. Open the PI from your approval queue or notification.
2. Review: supplier, amounts, PO reference, GRN reference, GST calculations.
3. Verify the Supplier Invoice Number and Date match the physical invoice.
4. Click Approve or Reject with a comment.

Key Difference from PO Approval

PI approval typically includes additional finance checks:

• Is the invoice amount consistent with the PO amount?
• Is the GST amount correct?
• Is the TDS (if applicable) correctly calculated?
• Is the supplier's bank account verified for payment?

TIP

If the PI was created from a PO, the PO reference is shown on the PI. Click it to cross-check the original order.

Related Pages

• Create a Purchase Invoice — What happens before approval
• Cancel or Return a PI — What to do after rejection
• Workflow Setup — How to configure PI approval