Flexible Invoice Approval workflow

Summary: 

How does the new flexible Invoice workflow help users?

• Full Access users can send invoices for approval without entering coding. They can also edit the invoice once it has been sent for approval. 

• Invoice approvers can now take full responsibility of inputting coding details. 

Article Contains

• Distinguish between Mandatory fields and Critical fields
• AP Users can send invoices for approval without inputting all coding. 
• AP Users can send invoices for approval without inputting all coding. 
• Approved Coding Missing
• Other Impact Points

Distinguish between Mandatory fields and Critical fields

Previously:  At the point of Needs Review: Details missing user inputs the following:

• Rate, Quantity, Expense Amount, Supplier Name, Invoice Date, Due Date, Invoice Type and all mandatory coding fields defined in the settings. 

NOW: At the point of Needs Review: Details missing user is only mandated to input CRITICAL fields. 

• Critical Fields In Invoices: Rate, Quantity, Expense Amount, Supplier Name, Invoice Date, Due Date, currency, exchange rate, Invoice Type (POs), PO number (POs), Line Description ( POs)

If the user has other mandatory fields set in Centime that have not been inputted: Those fields will have a red highlight until inputted.

AP Users can send invoices for approval without inputting all coding. 

With the new flexible flow, users will only need to input the above mentioned “Critical Fields”  to send an invoice for approval. 

The invoice can move to the next level once these basic details are completed. 

Needs review →  Needs Approvers →  Ready for Approval →  Awaiting Approval

AP Users (Full Access Users) can edit invoice details even after an invoice has been sent for approval. 

AP Users (FULL ACCESS) can edit invoices even after it has been sent for approval. 

Meaning → During the Awaiting Approval  stage. 

Approved Coding Missing

New status called Approved : Coding Missing, which ensures that invoices do not get posted without inputting  mandatory coding fields. 

Why a new Status ?  

With a more flexible IA flow, we run the risk of forgetting to input mandatory coding for invoices. 

• Approved : Coding Fields Missing Status will appear when there are mandatory coding fields missing POST APPROVAL.

• Critical fields and Line matching tab cannot be edited at this point, without a recall. 

• Invoice Actions Available at this point include - Delete & Recall.

There are 2 possible flows at this point of time:

• AP user inputs coding details →  SAVES →  Ready to Post

• AP user "Recall" to make further edits and then "Sends for Approval" again.

Other Impact Points

• Auto Send for Approval (Significant impact)

  1. Invoice Policies will get triggered and be sent for approval as soon as the critical fields are inputted. 

  2. NOTE- even if the invoice has been sent for approval abruptly, full access users can still edit the invoice in the awaiting approval stage. 

• Enable approvers to edit invoice details (Significant impact)

  1. This will now only include limited access users, because all full access users will have access during approval workflow.