Update supplier approvers and keep invoice processing running smoothly by following the steps below.
Update supplier approver details
To prevent invoices from being assigned to inactive or deleted approvers and getting stuck in approvals, update your supplier approver details using the CSV export.
Click Suppliers, then click Export CSV.
Open the exported CSV file, then remove or replace any approvers who are no longer active.
Check your updated CSV includes these columns: Supplier Name, Country Code, Currency Code, and Approver Name.
Re-upload the CSV to update the approver assignments.
Fix invoices assigned to a deleted approver
If an invoice is already assigned to a deleted, inactive, or removed approver, retract and reassign the approval task:
Click Archive, then search for the invoice number.
In the results, click the Approval Task icon without opening the document.
Select Retract.
Click the Approvals tab, then reassign the task to an active approver.
To prevent this from happening in the future, update your supplier details to remove inactive and deleted approvers.
đ¤ Tip: If you see unknown initials on an approval task, this usually means a user was deleted before being removed as a default approver. Their initials remain on any tasks linked to existing documents.
Best practices
To avoid approval issues when removing a user, make sure you:
Reassign their open approval tasks to an active approver.
Remove them as a default approver for any suppliers.
Designate a proxy if needed before deleting their account.
Regularly audit approver records to ensure all linked users are active.
Monitor automation settings tied to suppliers to confirm they align with current approver records.