Web Invoicing - data management

Gina Coleman
Gina Coleman
Name Dropper Facilitator 1
in Blackbaud Financial Edge NXT® General Discussions

I have two issues.

  • (1.) What sort of options are available for entries created and SUBMITTED using the wrong APPROVAL RULE. Ideally we want to edit the entry's approval rule in order to re-direct the entry to the correct person. But have not seen that option.

  • (2.) We would also like to DELETE entries in Web Purchasing that have been REJECTED. There are rejected entries in our application that are over 2 years old

Comments

  • Kevin Brazell
    Kevin Brazell Blackbaud Employee
    Tenth Anniversary Kudos 5 First Reply Name Dropper

    @Gina Coleman
    1. is a workflow option : If using wrong, why don't the approvers reject it back ? If they don't or didn't catch it, then delete the approved invoice and have the original person submit a new one using the correct rule.

    2. Requisitions if they can be deleted is done in DB view currently until they eventually bring Purchase Request to Expense Management. Here is the KB Link for how to delete a requisition.

  • Gina Coleman
    Gina Coleman
    Name Dropper Facilitator 1

    @Kevin Brazell Hi the situation I am describing involves entries where the approver is not available, will not be available and who did not delegate their authority. Currently I simply reenter the payment and direct it to someone who is available.

    Upon return, the original approver approves the original request and it comes back to me as another potential duplicate payment to manage.

    I would think the software would provide more flexibility to manage invoice payments in SUBMITTED status.

    We do not use the requisition option. My question was how to remove REJECTED invoice request from the invoice listing

    Thanks for your assistance/advise

  • Gina Coleman
    Gina Coleman
    Name Dropper Facilitator 1

    @Kevin Brazell Hi the situation I am describing involves entries where the approver is not available, will not be available and who did not delegate their authority. Currently I simply reenter the payment and direct it to someone who is available.

    Upon return, the original approver approves the original request and it comes back to me as another potential duplicate payment to manage.

    I would think the software would provide more flexibility to manage invoice payments in SUBMITTED status.

    We do not use the requisition option. My question was how to remove REJECTED invoice request from the invoice listing

    Thanks for your assistance/advise

  • Sylvia Cook
    Sylvia Cook
    Sixth Anniversary Kudos 5 Name Dropper Participant

    @Gina Coleman
    Hi Gina, I have found that in the case of an approver being off and they forgot to turn their out-of-office on, I can go in and turn their out-of-office on for them and any invoice request sitting with them will be redirected to the person specified. No need to create another requisition.

  • Poppy Mis
    Poppy Mis
    Facilitator 1

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  • Jann McKenzie
    Jann McKenzie
    Eighth Anniversary Kudos 1 Name Dropper Participant

    @Gina Coleman I dont know any way to change an approved once the request has been submitted and the approver is not and will not be available except to do another request. Annoying. Databast or webview.

  • Donella Robb
    Donella Robb
    Tenth Anniversary Kudos 2 October 2025 Monthly Challenge Name Dropper

    @Sylvia Cook or anyone else who knows, as we have the reverse situation. What happens if an approver returns and forgets to turn off their out of office? When it is turned off, is it then back for them to approve, or would the item still be waiting for their delegate to approve?

    Blackbaud, what would be nice would be for a way for the submitter to be able to see not only what is in progress, but also where the invoice is stuck in the workflow (i.e. who the next approver is) – given that if out of office is on, it might not be the next person in the workflow.

  • Nikki Baldwin
    Nikki Baldwin Blackbaud Employee
    Tenth Anniversary Kudos 4 Name Dropper Participant

    @Donella Robb, Admins can turn on an OOO for another user. Any transactions in their approval workflow will show up for the assigned user for their OOO, even if they were already sent prior to the OOO being turned on (and will be reassgined after their OOO is turned off). With Admin rights, you should also be able to see the current status of those in approval workflow but to your point, I don't know that the submitter can see which particular approver is on the hook in a mult-user approval workflow.

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