Reviewing & Approving Documents

This page covers everything about documents after they have been uploaded or created in the system.

Written By Gabriel Makinwa

Last updated 3 days ago

Reviewing Documents

You can view all documents that are in the system by going to the Documents tab at the top of the screen.

You can change the documents you want to see by using the Projects tab. Here you will be able to see the documents for specific projects, as well as all unassigned documents.

Filters are all shown at the top of the screen. You are able to filter for things such as Status (Pending, Approved, Draft, etc ), Type of document (Purchase Order, Purchase Invoice, Sales Invoice, etc), Supplier, and Issue date. There is also a More Filters button if you want to refine the search some more.

When you click into a document that is pending review the side panel opens up with the line items and document information. You also get a preview of the actual document file.

You can expand into full view by clicking the expand icon or the menu for this document in the table.

When you expand into full view, you'll see the actual document you've uploaded on the left-hand side and all of the information that has been pulled from the document on the right. The line items pulled from this document also show up under the document viewer.

You can configure or update any of these fields below.

Field name	Description
Document Type	The platform will try to determine the document type while it is being processed. The document type, e.g. quote, PO or Invoice, will determine what fields will show below. You can update this if the document type is incorrect.
Document No.	The Invoice ID, PO number or Quote number identified from the document
Purchase Order Number	The PO number is identified from the document. If the invoice doesn't have a PO number or hasn't been identified correctly, you can update this directly. When the PO number is matched to a PO in the system, it will update the project and cost code to match that of the PO or highlight that there are multiple cost codes.
Issue/Due date	The date the document was issued and the date it is due to be paid.
Assigned to	You can assign a document to another team member. They will receive an email asking them to review and approve the invoice.
Currency	This is the currency that has been identified from the document. If this is incorrect, it can be updated manually.
Supplier	This is the supplier identified on the document. You can update the supplier or create a new one. If the system identifies this as a supplier that is not currently in the system
Account Code	This is a cost code that you are able to map to a document. This will then sync to your accounting integration as the account code for the document. This will map to the default account code set up in the integration settings, but this is editable via the button next to the box.
Subtotal	This is typically the amount before taxes, and therefore, this is the actual amount paid for the goods, services or work. This is the value that will be used to update your cost report once the document is approved.
VAT Amount	If there is any VAT stated on the document, then this will be pulled in here.
Retention	If there is any retention stated on the invoice, then this will be pulled into this field.
Discount Amount	If there is any total discount stated on the invoice, then this will be pulled into this field.
CIS Amount	If there is any CIS stated on the invoice, then this will be pulled into this field
Total	This is the total amount due on this document. It should typically include the sum of Subtotal + (CIS,VAT). However, some suppliers may structure their invoices differently.
Total Paid	If any payments are listed on the invoice, they are listed here. You can add payments that have been made manually by clicking Add payment. Simply add the amount paid and the date of payment. If the whole invoice has been paid you can simply "Approve and Mark as Paid" from the approve button above.
Add Payment	Here, you can add a manual payment to the invoice manually. You can add part or full payments.
Amount Due	This is the amount still due for payment. This is typically the Total Due - (CIS, Retention & Total Paid).

Note: Once you've reviewed the document, you can approve it. Approving will update the actual ordered (purchase orders) or actual costs (invoices or receipts) column in your project cost report.

Splitting documents to multiple projects & cost codes

You can split and allocate different parts of a purchase to different projects and cost codes. Update the project and or the cost code for each line item.

Note: This will update the actual costs in each project's cost report and allocate the subtotal (before VAT) to the selected projects & cost codes' actual costs.

Approving Documents

Once you have uploaded a document, it will sit in Coreloops as a draft. Whilst it is sitting as a draft, the document will not sync into your account software.

You are able to sync documents manually by pressing Sync Document. If the document shows a red sync failed error, then resync the document with this button.

Alternatively, depending on your integration settings with your accounting provider, the document will automatically sync once you change the status.

Status can be any of the following: pending, reviewed and approved. You can change the status of the document by using the dropdown list at the bottom right of the screen.

Approval Rules:

You can add approval rules for documents. To do this, go into settings.

Then go to Documents and then to Approval Rules.

Once you get to Approval Rules, you will be able to see any rules you currently have active. As you can see, here we have rules set for auto-reviewing documents, meaning that any document that falls into the parameters will automatically be moved to a reviewed state after being created.

To create a new rule, select the Add Approval Rules button, and you will see the following screen.

Here you will be able to select the types of documents and the projects the rule will apply to, as well as any other parameters, such as subtotal/total amount being less than/more than a certain amount. You are also able to set whether these documents need manual review or if they can be automatically moved into a reviewed or accepted state. Approvers can also be added, meaning that if a document needs a manual review, only the person/team selected is able to change the status of the document.