Introduction

Managing bill approvals efficiently is crucial for smooth business operations. This guide walks you through the complete bill approval process in Mysa.

Understanding the Bill Approval Process

Before diving into the steps, here's how the approval workflow operates:

Multi-Approver System

• If the bill is assigned to a single approver that approver will see the bill their My Approvals tab

• Bills are assigned to multiple approvers simultaneously during the upload process all selected approvers receive the bill in their My Approvals tab

• Only one approver needs to approve for the bill to progress to Finance Review

Approval workflow

1. Bill is submitted and appears in all assigned approvers' "My Approval" tabs

2. First approver to approve moves the bill to "Finance Review" status

3. Bill is automatically removed from other approvers' queues

4. Approved bills become visible in the "All Bills" section of all those who have been assigned as the approver other than all Accountants, Finance Controller and Admins

Step-by-Step Approval process

Step 1: Access Your Approval Queue

1. Log into your dashboard

2. Navigate to the "My Approval" tab

3. View the table displaying all bills assigned to you for review

4. Each row represents a bill awaiting your decision

Step 2: Customize Your View

1. Reorder columns by clicking and dragging column headers

2. Arrange bill information in your preferred order

Step 3: Review Bill Details

1. Click on any bill row to open the detailed side view

2. There are 3 things on the detail view

   1. Activity Tracker- This shows the state of the bill along with the users who have taken against it.

   2. Summary - All the bill related details will be listed here

   3. Available actions - Approve, Edit and Reject

Actions

You have three action options for each bill:

1. Approve

   1. Click the "Approve" button

   2. Bill immediately moves to Finance Review status

   3. Bill is removed from all other approvers' queues

   4. Find approved bills later in the "All Bills" section

2. Edit

   1. Click the "Edit" button

   2. Open up the edit view.

   3. All Fields - Amount, Bill Narration, Bill Number, Bill Date, Due Date, Mysa Category, PO Number

   4. One can also upload supporting documents eg. receipts, contracts etc.

   5. Can add comments.

   

3. Reject

   1. Click "Reject" to decline approval entirely

   2. Give the reject reason

   3. The rejected bill will be removed from the Approval Tab

## FAQs

Q: I don't see a bill that was assigned to me. Where did it go?

A: Another approver likely approved it first. Check the "All Bills" section - approved bills automatically move there when processed.

Q: What happens if I accidentally approve a bill?

A: Once approved, bills immediately move to Finance Review. Contact your Finance team for any editing required on the bill

Q: Can I see other approvers assigned to the same bill?

A: Yes, approver assignments are visible in the bill details side panel in the activity tracker