How to set up supplier invoice approval in SYSPRO

Bill approval means a bill is checked and signed off by the right person before it is paid. A setup says who approves what. What is segregation of duties?

Before you start

• Operator permission to approve invoices (set in Operator Maintenance)
• Invoice registration enabled

The SYSPRO way

Where to find it: Program List > Accounts Payable > Invoice Processing (AP Invoice Posting) and AP Invoice Registration

1. Register the invoice in AP Invoice Registration. It stays out of AP and GL balances.
2. Open AP Invoice Posting and pick Transaction type Approve invoice.
3. Enter the registered invoice number and post.
4. Limit who can approve with operator permission to approve invoices and the eSignature AP Approve registered invoice.

Limits in SYSPRO

• Approval is a permission on who can post. There is no route by amount or supplier.
• One registered invoice is approved at a time.

Good to know in SYSPRO

• Registered credit and debit notes are approved the same way.

Words SYSPRO uses

• Invoice registration. A step where a supplier invoice is recorded first and stays out of the ledgers until someone approves it.
• eSignature. A SYSPRO control that makes an operator sign off a sensitive action and logs it.

The Pulsify way

1. Connect SYSPRO to Pulsify. We set up the connection for you where needed.
2. Open Approvals. Every company starts with a default rule: any Admin or Approver can approve.
3. Add steps for amounts, suppliers or accounts. Choose a person, a role or a team as approver at each step.
4. Add a review step if someone should check coding before approval.
5. Use Try an invoice to test the rule on a real bill.
6. Add auto-approve rules for small or trusted bills if you want.

Pulsify connects to SYSPRO. We set up the connection for you.

What Pulsify does not do here

• Pulsify does not reassign an approval to someone else.
• Pulsify does not send approval reminders.

Common mistakes

• Turning on invoice registration but not giving permission to approve invoices to the right operators.
• Leaving registered credit and debit notes unapproved. They are approved the same way as invoices.

More help

• How to set up purchase invoice approval in Business Central
• How to set up bill approval in MYOB Acumatica
• How to set up purchase invoice approval in Sage 200
• How to keep an audit trail for supplier invoice records in SYSPRO
• How to route supplier invoice records by amount, supplier or job in SYSPRO
• All SYSPRO how-to guides
• Pulsify setup guides

Sources

Last checked 2026-10-19. Confidence: confirmed.

• help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.htm
• help.syspro.com/syspro-7-update-1/apspri.htm