Uploading supplier invoices, how to approve

DeniseD1​ 

We have gone fully paperless for invoicing and approvals. Most of the credit for this process goes to another MYOB user (whose username I can't remember) who explained their process to me several years ago. However, we can't do it through MYOB. We save a PDF copy of each invoice on our networked drive in addition to attaching in MYOB. We have multiple folders.

1. To be entered
2. Entered pending approval
3. Approved unpaid
4. Paying today
5. Paid

We manually move files between these folders as status progresses. We save the files as SUPPLIER NAME - Date of invoice - Invoice number (approver initials).

We send invoices to the relevant person for approval via slack (could use any messaging system) in batches. They send back a tick (quick for them) and we update and move the file. 

We use acrobat reader (free version) to type "Entered (date), Approved (initials), Paid (date)". Acrobat remembers the text you've previously typed so there's minimal re-typing. Just save over the top of the open file, close it, and move it to the new correct folder. 

The Paying today folder is used by the person creating and uploading the bank file, then the bank approver can check which invoices are included in the payment and who approved them. Once bank transaction is fully approved, we send the remittance advices and move the PDF files to the paid folder.

We create a new set of folders for each financial year.

We can use the filename to add notes like "Hold - not received yet" to remember why it hasn't been approved yet. Then just edit the filename to remove the extra info once approved.