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Create a Vendor Invoice and Route It for Approval

Modified: 7 Sep 2026 ProContractor Accounting Accounts Payable Help

Create a vendor invoice for each invoice you receive from your vendors and select internal users who should review and approve the invoice.

Reviewers should use the steps outlined in the Review and Approve a Vendor Invoice topic to approve an invoice. The invoice is approved when all document routing distributions are set to a status type that sets the distribution to a status of inactive. Once the invoice has been approved by the reviewers, you can post the invoice.
Note: You will not be able to change the invoice status from Pending Approval until the document routing is complete if the If Not All Document Routing Distributions Are Closed field on the Accounts Payable Settings screen is set to Disable Changing Invoice Status. Document routing is closed when all distributions are set to a status type that sets the distribution to a status of inactive.
Tip: You can also create a vendor invoice without routing it for approval. See Create a Vendor Invoice for details.
  1. Optional: If you haven't already done so, set up your document management defaults.
    Note: You can only use document routing if you have selected the Document Routing Distribution Control checkbox on the Document Management Settings screen.
  2. Optional: If you haven't already done so, set up your document routing distribution groups.
  3. On the Enter Vendor Invoice screen, enter the details of the vendor invoice and assign it a status of Pending Approval.
  4. Select the users and/or the document routing distribution group that will review the vendor invoice.
  5. Optional: If needed, contact the reviewers to advise them to review the vendor invoice.
  6. View Vendor Invoice Log, periodically view the status of the document routing for the vendor invoice to monitor the review process.
  7. Once the invoice is approved, change the status of the approved invoice and assign it to a posting group.
  8. Optional: Review the vendor invoices in the posting group.
  9. Optional: Modify the details of the vendor invoice, if needed.
  10. Post the vendor invoices in the posting group.
Once you post a vendor invoice, you can no longer modify it. If you need to make any changes after posting, use the Adjust Vendor Invoice screen.
After you create a vendor invoice, you may want to:
Submit
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