In this article you will learn how to set up approval Workflows with Finmatics.
Content
- What is a Workflow?
- Where can I configure a one step Workflow?
- Which settings can I configure?
- How do I configure an individual or multi-step invoice approval Workflow?
What is a Workflow?
In What are invoice approval Workflows? you will find general information on one step and multi-step workflows.
Where can I configure a one step Workflow?
This functionality is an additional paid service. If you would like to receive this tool, please contact your sales representative or customers@finmatics.com
If required, you can filter in advance in the client overview to determine which clients already have a workflow and which do not.
In the Clients screen, select the client for which you want to create a workflow. Then click on the tab "Workflows".
Which settings can I configure?
Acticate or deactivate the invoice approval Workflow
By default, the Workflow is active after you click Save. You can remove the tick at any time and thus deactivate the Workflow. It will then no longer appear in the "Workflow" screen.
Processes Selection
You can now choose for which processes the invoice approval should be set. To do this, select the processes and click on the arrows to move it, or move the processes into the "Selected processes" field using drag & drop.
User selection
All users of the client are listed here, even if they currently have no approval authorisation. Users without approval authorisation are marked with red exclamation marks. As soon as you add users to a workflow, the "Approve invoices" authorisation is assigned automatically. To do this, move the authorised users to the "Selected users" field.
Select Invoice fields
Select here which invoice fields are to be displayed to the approval user. The invoice field Comment is selected by default. This setting can be reset at any time.
Approve rejected documents
By clicking in the box next to "Yes", you can set that invoices that have already been rejected can be approved later on.
Rename Workflow if required
The tab name of the Workflow can be renamed here according to your own wishes. In addition, depending on the setting, you can also adjust the tab name for rejected invoices.
Saving the Workflow
After clicking on "Save", the Workflow is now displayed in the "Workflow" screen.
From now on, all uploaded invoices that correspond to this configuration first land in the Workflow screen for approval by the selected users.
What do the different workflow statuses mean?
In the invoices-screen you have the option of viewing the current workflow status of the invoices and filtering according to them. You can find more information on the filter options in How can I filter or adapt the screens?.
The following workflow statuses are possible:
- Approved: the invoice is approved
- Declined: the invoice is declined
- Skipped: this invoice was skipped in the workflow
- Pending: the invoice is in the workflow and waiting to be checked. It then moves to approved, declined or skipped
- Not triggered: this invoice wasn't checked yet and isn't included in a workflow
How do I configure an individual or multi-step invoice approval Workflow?
For individual requirements, especially for medium-sized and large companies, Finmatics also offers the possibility of implementing complex approval processes via adaptation of Business Process Modelling (BPMN). Contact your sales development representative or write to customers@finmatics.com.