Stampli Approver Guide
This guide shows you how to approve, reject, and track invoices in Stampli
45 steps
Stampli
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When suppliers submit documents to [invoices-noreply@verano.com](mailto:invoices-noreply@verano.com) the documents are automatically uploaded to our Stampli system. Stampli is the software the accounting team uses to manage company invoices. When the document is uploaded, it is then assigned to an AP associate, who then manually codes the info and submits the invoice to an approver. Once approved and authorized by AP, the payment is made to the vendor.
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When opening the Stampli homepage you will be directed to "My Inbox" this shows all the current invoices awaiting your approval before payment is made by accounting
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You view each invoice individually, or you can select "Review All Items" which will automatically move you to the next open invoice in your list after an approval or rejection is made.
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When opening an invoice, you will notice the page divided into 3 sections. The section on the left, includes all of the information the AP associate has coded against the invoice.
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The "invoice status" shows the status the invoice is currently in. You can view all the status types and their meaning in the Status Options section of this guide
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In the "Handled By" section is the name of the user that must take action for the invoice to move to the next step. In this example, the status is "Pending Approval" which means that Shannon Leonard will need to Approve the invoice to move to next step in the AP process.
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The "Processing Began" section shows the date the invoice was emailed to invoices-noreply
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"Due Date" shows the date the invoice requires payment by. Pay close attention to this section, as if it is not manually coded by the AP associate, it automatically defaults due date to Net 30 days from the date listed on the invoice.
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Next is the "Vendor" section which shows the vendor's name along with the invoice date listed on the document and the invoice amount.
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Most importantly is the "Purchase Order" section. If the invoice is for an SAP material, AP will apply an SAP PO# to the invoice. Stampli and SAP are integrated software's and AP can only select open PO#'s listed for that supplier in SAP. **Make sure that the PO# that was matched to the invoice was correct. If an incorrect PO is attached and the invoice was approved in Stampli, the accounting team cannot attach that PO to another invoice.** The green check mark next to the PO shows that PO has been received against in SAP. It will show a red X if has not been received yet.
Alert! The AP team may also see an error when trying to attach POs that say "Not Yet Released" this means that the PO has not been approved in SAP yet.
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Moving to the middle section of the page shows all of the updates and messages associated with the invoice with the most recent update at the top.
Tip! If you scroll all the way to the bottom of the updates section, you can typically see who emailed the invoice to invoices-noreply
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Finally to the right of the page is a scan of the invoice document that was submitted.
Alert! Only PDF copies of invoices are accepted in the system. Although suppliers can submit things like statements, excel spreadsheets, wire info etc. those documents will be rejected by AP. It is important to note this to suppliers so it doesn't clog the Stampli inbox and cause delays with payment.
APPROVING INVOICES
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After reviewing the invoice and all the information is correct and does not require any changes, you can select the blue "Approve" button on the left
ROUTING UNKNOWN INVOICES
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If you receive an invoice for an order you did not place, you can select "Not Mine"
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A pop up window will appear asking you if you know who should approve the invoice if not you. If you aren't sure, select "No" and it will route the invoice back to the AP coder to re-route the invoice
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If you do know the appropriate approver, select "Yes". The window will show a drop down where you can select other Stampli users. You can also type the name of the person for faster search results.
Alert! Only users with an existing Stampli account can be selected
ASK A QUESTION
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If you have a question about the invoice, there is an optional "Ask a Question" button
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A pop up window will appear where you can select the user you want to direct the question towards.
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After selecting the user or users you are directing your question to, in the "Free Text Field" enter your question. You can also upload files or screenshots to your question if needed
REQUEST PO# CHANGE
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If you see specifically the Purchase Order number needs to be changed or updated, select the "Reject" button
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A pop up will appear asking "What is the reason for the rejection" select the drop down and click "Incorrect Coding (send back to the coder)"
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Then in the comment box, type in the correct PO# that should be applied and click the blue "Reject the Invoice" button to submit
Tip! Remember, you can view changes to the invoice in the middle section, in case you aren't sure who you need to send it back to
REQUESTING ADDITIONAL APPROVAL
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If you want to request additional approval from approvers you can click "Request preliminary approval"
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In the pop up, select the user or users you want to approve the invoice first before sending your own approval.
Tip! An example of when this could be used is in cases where the order was estimated to be less than what was eventually invoiced, you can cover your bases by requesting an additional approval
REJECTING INVOICES
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If the invoice needs to be removed from the list of open invoices entirely (and you know this for a fact, otherwise use the Not Mine feature) Then you can select "Reject" underneath the approval button
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In the pop up window, click the dropdown and select the reason for the rejection
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You can also add additional comments in the Free Text Field before submitting the rejection
Alert! Rejections stop the invoice from moving any further and will not be further reviewed. Please ensure that you are positive that the invoice WILL NOT require payment.
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If you ever want to send a link to a specific invoice, you cannot simply copy the URL at the top of your page and send it. If you do this, it will only open the users inbox that you are sending it to. Instead select the anchor icon on the invoice link you want to copy so that the link opens directly to that invoice.
Alert! Additionally, the copied link will only open for Stampli users.
ADVANCED SEARCH FUNCTIONS
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If you are curious on the status of an invoice not in your inbox there is a wide range of advanced search functions you can use to find invoices in Stampli. At the top of the page is a general search bar. Here you can type in vendor names, invoice #'s or other key words to find the invoices you are looking for
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After typing in a search inquiry and hitting the enter key, the page will update to show the closest search results. On the left column of the page are the advanced search filters. On the right, are the search results.
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The "Includes the Words" field, is the same search function as the search bar at the top of your page.
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If you know the supplier's invoice number you can enter this in the "Invoice No." field.
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Make sure to hit the enter key after adding any search inquiries so that the right of the page updates the results
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If you are looking for a specific supplier you can Click the "Vendor" field and start typing the name of the vendor until the name of the appropriate vendor appears on the dropdown.
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When searching by Vendor, you will see 3 results for the same vendor name. On the supply chain side, we always select the "wholesale" option. As these are invoices coded for the CPG locations
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There are several date ranges you can select to narrow your search results
STATUS OPTIONS
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You can also filter your results by the current "Status"
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"1. Pending approval routing" means that an AP team member has yet to route the invoice to an approver
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"2. Pending approval" means that the person assigned as the approver for the invoice has not approved the invoice yet
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"3. Pending AP Authorization" means the approver who was assigned, did approve the invoice but now is waiting for the AP manager to approve
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"4. Rejected" reflects the approver who was assigned, rejected the invoice OR the AP team member rejected it. Typically they reject because the document wasn't in the right format or was not an invoice document at all.
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"5. Canceled" typically is an AP action. The invoice may have gone through the appropriate process but at some point for some reason the invoice may have been canceled for payment
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"6. Authorized for Payment" means that both the approver AND the AP manager has approved the invoice, but accounting has yet to physically make payment.
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"7. Paid / Closed" means that payment for the invoice was sent to the supplier
Alert! Paid just means that payment was submitted to the supplier's info on file. If the supplier's wire info, or address is incorrect OR there is an issue with payment getting lost in the mail etc. The supplier could still reach out for payment on an invoice that shows paid in Stampli
Assigning Substitute Approvers
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If you are out sick or have planned PTO, email [AP@verano.com](mailto:AP@verano.com) and CC [Kit.fluharty@verano.com](mailto:Kit.fluharty@verano.com) notifying them of which user will need to be assigned as your substitute approver while you are away.
