Purpose

If an invoice is expected to be visible but cannot be found, follow the checks below.

1. Check the G/L account approval setup

Being configured as an approver for a G/L account does not automatically provide access to all invoices associated with that G/L account.

Invoice visibility depends on the user's involvement with the invoice.

2. Check whether the user participated in the invoice workflow

Verify whether the user has:

• Received a task for the invoice.
• Approved or rejected the invoice.
• Reviewed or processed the invoice.
• Performed any other action on the invoice.

Users who have participated in the invoice workflow can view the relevant invoices within their organization.

3. Check whether the invoice was shared

If the user did not participate in the workflow, check whether the invoice was shared with the user.

If the invoice has not been shared and the user has not participated in its workflow, being an approver for the G/L account alone does not provide access to the invoice.

4. Check the search and filter settings

Make sure the appropriate search criteria and filters are being used.

Check, where applicable:

• Invoice status
• Date range
• Organization
• Search terms
• Other active filters

Incorrect or restrictive filters may prevent an invoice from appearing in the search results.

5. Compare with another user

If another user can view the invoice but the affected user cannot, compare:

• Search and filter criteria.
• Whether the users participated in the invoice workflow.
• Whether the invoice was shared with either user.

Expected Behaviour

If the user:

• Is only configured as an approver for the G/L account,
• Has not participated in the invoice workflow, and
• Has not been given access to the invoice through sharing,

the invoice will not automatically be visible to that user.

This is expected behaviour. Being an approver for a G/L account does not by itself provide visibility to all invoices associated with that account.