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Invoice Approvals

Invoice Approvals

SGA Invoice Approvals:

All check requests/approvals are now processed fully online and within SGA’s system following this process:

  1. Request all vendors send invoices directly to both you and accountspayable@ymca-snoco.org.
    1. If you have paper invoices or vendors who haven’t updated their records yet, please scan and send to the above email address. We can’t enter what we don’t know about!
  2. When received at this email address, the invoice will be added into SGA by AP. It will then be assigned a reviewer based on who sends the invoice, is CC’ed or noted on the invoice, or based on AP’s best guess. Please make it easy for us to make our best guess.
  3. SGA will send an email and there will be a notification in the top right-hand corner when you log in when you are assigned as a reviewer. If you receive an invoice, you are not responsible for, you can change the reviewer (if you know who it is) or send it back to AP for us to try to find the correct reviewer. As a reviewer, you are expected to check/edit the vendor, dollar amount, GL, and description. Once these things are correct, the reviewer will submit the invoice for approval.
  4. SGA will send an email and there will be a notification in the top right-hand corner when you are assigned as an approver. The approver is based on the GL, and there are multiple approvers per invoice (director, senior director, then executive director). For example, if shirts are purchased on one invoice for Membership and H&W, it will go to the branch’s membership director, H&W director, senior director, and executive director. Each of these approvers should confirm the vendor, dollar amount, GL, and description are correct before approving.
  5. Once an invoice has been approved by everyone in its approval table, it will be processed by AP to be paid in the next check run.

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