Best way of approving invoices within the SAP system for payment

Question

Hello Guru,
In the past, my client used to send invoices from the unmatched report to the appropriate department head for approval.  This approval was recorded in the notes which stayed with the invoice and it would automatically assigned ID and date and time to the note.  There for awhile this process did not work (due to personnel changes and software upgrades) and we would print the invoice have them sign the paper copy.
Now  my client have the software on all necessary computers, so they want to use the electronic approvals again.  My client can’t send the invoices to the department head as a ‘send reference’ to keep the approval with the invoice.  However, they can send the invoice as ‘send document’ which creates a separate attachment called "note.txt" but I can’t see where it is maintained with the invoice.   
Please advise on the method to be using because my client  would prefer to use the "send reference" they have been using before the upgrades?
Thank you.

Answer 1

Hello!
You can use standard Release for Payment Functionality. This functionality can be configured as part of accounts payable configuration. Main configuration steps are as follows:
-  create workflow varian for release for payment (OBWA); you can also use standard SAP workflow variants;
- assign company code to workflow variants;
- define release approval groups for release of payment (OBWB);
- define release approval paths for release for payment (OBWC);
- assign release approval paths for release for payment (OBWD);
- assign release approval procedure for release for payment (OBWE);
- define relevant document types for release for payment (OBWQ);
- define users with authorization for payment release (OBWP);
- define payment block reasons for payment release (OB27).
I think these are more or less the main steps. More can be found in the configuration documentation;
Please also check this guide - Payment Release Process - ERP Financials - SCN Wiki;
Hope, it will help!
Best wishes,
The Wirtschaftsmann