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After the import form, the invoices are sent to the document form. The approvers in AX will only see the invoices that have been sent to their department. Hence, it is not possible for them to see every invoice that has gone through the process. Although the invoices sent to the webapprover can also be seen in the document form in AX, the respective approvers can only see them in the webapprover. This means that no approver can see more than the invoices that got sent to him or her. The only exceptions are accountants and certain managers. They can see every invoice, which leads to much more possibilities in the document form. They can, for example, filter by certain status of the invoices. Below is a brief summary of the most important statuses:

Besides, it is also possible to filter by the approvers. So everyone who has the certain rights can see which invoices needs to be approved by certain approvers. To create a scenario, one could filter by Max Mustermann, Joe Average, Jan Modaal and Pinco Pallino. It is than possible to see that Pinco Pallino and Jan Modaal approved every invoice they got, whereas Joe Average and Max Mustermann still need to approve some invoices. Looking further, one could see that one invoice from Max Mustermann is quite old and he forgot to approve it. This has the advantage that it is much more difficult that invoices get forgotten in some drawer or something similar.

To stay in that scenario Joe Average could reject some of the invoices that he still needs to approve. One accountant could than see that the invoices got rejected. It is than possible to click on one of the invoices and edit it. It is important to know that only the information at the line level can be changed in the document form. So if Joe Average rejects an invoice because he is the wrong approver, the accountant could simply change the approvers. It is also possible to change the cost center, the main account and so on. A bit difficult but also possible is it to create a new line. The requirement for this is that the total amount does not change. If the total amount needs to change, the invoice needs to be moved back to the import form. This is also necessary if some other information in the header needs to be changed. In that case the accountant has to click on the “cancel invoice” button. It is important that the invoice gets rejected beforehand. Otherwise the invoice cannot be canceled. After the accountant has clicked on the button, a window will open where it says “Copy invoice to import form?”. If the box next to this text is ticked, the invoice will be sent back to the import form. If the box is not ticked, the invoice will be cancelled.