In this article, you will learn which functions the workflow screen contains and how to use them.
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- What is shown in the workflow screen?
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When should I work in the invoices screen and when in the workflow screen?
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As an administrator, how can I confirm another users invoices?
What is shown in the workflow screen?
In the workflow screen you can see all the invoices that need to be released or rejected by a configured one step or multi-step invoice approval workflow. You can find out how to configure an invoice approval workflow in How can I configure an invoice approval Workflow?.
In addition to the filter options, which are explained in How can I filter or adapt the screens? you can see the individual stages of the workflow set up in this screen The blue circle shows how many invoices are in the different invoice approval levels.
What do the different levels mean?
The stages of the invoice approval workflow are defined by you in both one step and multi-step workflows. In a one step invoice approval workflow, there is always a ‘Rejected invoices’ tab so that invoices that end up there can be checked again. In a multi-step invoice approval workflow, you can decide whether this level is required or not. Examples of further approval levels would be ‘Factual approval’, ‘Content approval’, ‘Back office’, ‘Management’.
How can I approve or reject invoices?
To do this, select the desired invoice in the corresponding invoice approval tab and approve it by clicking the thumbs up symbol or reject it by clicking the thumbs down symbol. Rejected invoices are automatically moved to the corresponding reject invoices tab. If you have rejected an invoice by mistake, you can approve it there at any time.
Alternatively, invoices can also be confirmed or rejected in the invoice detail screen. You will find the Confirm and Decline buttons at the bottom right.
When should I work in the invoices screen and when in the workflow screen?
As an active invoice approval user, you should always work in the workflow screen when approving invoices. Avoid calling up the invoices screen to confirm invoices. This should be used by invoice approval users primarily for control purposes.
If an invoice is confirmed in the invoices screen , the task still remains in the workflow screen. As long as the task has not been edited in the workflow screen, it remains assigned to the selected user.
As an administrator, how can I confirm another users invoices?
If, for example, a user is unable to confirm invoices due to holiday or illness, an administrator can imitate this user. This enables you to access the person's tasks in the workflow screen. In the workflow screen, you can then confirm or reject invoices on behalf of the release user. You can find out how this works in How can I imitate other users?.
To prevent you from confirming invoices in the name of another person, you can define a proxy rule. You can define this additional rule yourself in the approval settings for a one-step invoice approval workflow. Simply add another user for this.
To define substitutes for a multi-step nvoice approval workflow, contact Professional Services or our support team at support@finmatics.com.
Who can I contact if I have any questions?
If you have ordered the Gold, Silver or Bronze package, please contact our Professional Services team. If you have any technical questions, please contact our support team at support@finmatics.com.
If you have any other questions, please contact your company's client.