Approval circulation is a feature that enables easy circulation of purchase, travel and expense invoices from one verifier to the next and then to approvers.
If the approval circulation is in use, it is possible to define verifiers and approvers to each invoice. The maximum number of verifiers and approvers is defined in the Company info. If the approval circulation is not in use, functions and fields related to circulation are not displayed. Even if the approval circulation is not in use, it is possible to verify and approve purchase, travel and expense invoices.
Only a user who has verification rights (Users and privileges > Purchases > Verification) can be entered as verifier. Only a user who has approval rights (Users and privileges > Payment transactions > Approval) can be entered as approver. You must enter verifiers’ and approvers’ e-mail addresses in the users’ Personal infos and settings, if you want the system to send a reminder to them upon invoices to verify or approve. An e-mail notification of a received purchase invoice is sent also when the approval circulation is not in use and one or more verifiers or approvers have been defined in the Usage settings.
In the Users and privileges section’s Extended employee rights you can define that the use can view only those purchase, travel and expense invoices where he/she has be marked as verifier/approver in Receipt search.
If a user entered as verifier or approver in company info, supplier defaults or verifier list is deleted from the company, he/she will also be deleted from those places, but not from the existing invoices.
In the Company info, in the Usage settings view, you can define Approval circulation settings.
- Is the approval circulation for purchase invoices or travel and expense invoices in use?
- Must the verification and approval happen in order? If the setting is on, the notification of an invoice waiting for verification will be sent to the first verifier when the invoice is sent to circulation, and when he/she has verified the invoice the next verifier will be notified, and so on. If the setting is off, the notification will be sent to all verifiers, when the invoice is sent to circulation, and it does not matter, in which order they verify the invoice. The same rules are also applied to approvers.
- Allow payment only after the invoice has been approved?
- Maximum amount of verifiers and approvers.
- Default verifiers and approvers at company level. These will be suggested as default for new purchase, travel and expense invoices, if the invoice is created on an empty template or for a business partner without no individually defined verifiers or approvers.
The most frequently used approval circulation is convenient to define in the Company info and exceptional circulations by the supplier, person or invoice.
Supplier and personal defaults
In the supplier’s and person’s basic info you can define verifiers and approvers that are used when entering an invoice or receiving an electronic or scanned invoice from that partner. The maximum number of verifiers and approvers you can enter is defined in the company info. If a Verifier list is used for the business partner, the verifiers and approvers cannot be be edited in the business partner information.
Purchase, travel and expense invoice information
The verifiers and approvers to purchase, travel and expense invoices are primarily retrieved from the defaults specified for the business partner. If no defaults are specified in the business partner information, they are retrieved from the Company info. You can also specify verifiers and approvers for each invoice either using the predefined Verifier lists or by defining the Verifiers and Approvers case by case.
Sending to circulation
The creator of the invoice can send an e-mail notification to verifiers by the Send to circulation button in the new purchase invoice view.
The software checks if similar invoices with equivalent information exist and warns in the Verification view view upon sending to circulation, verification and approval, if another equivalent invoice exists in Procountor.
The software warns, if all of the following conditions are fulfilled:
- Due dates or invoice dates are matching
- Invoice sender’s invoice numbers or reference numbers are matching
- Invoice sender’s names or register information are matching
- Invoice sums are matching
If the Company info setting Approval circulation order is on, the email notification of an invoice waiting for verification is sent to the first verifier. If the setting is off, the message is sent to all verifiers.
The message is sent as many times as you click the button and approve sending. If the invoice has been sent to circulation already before, the software notifies you of that. The e-mail addresses of the verifiers and approvers must be entered in the user’s personal infos and settings. If the e-mail addresses of a verifier has not been entered, the system notifies of that.
You can also send an invoice to circulation from the Verification view.
If several verifiers exist and the Approval circulation order setting is on, an e-mail notification to the next verifier will be sent, when the previous verifier has verified the invoice in Receipt search > Verification view. If the Approval circulation order setting is off, it does not matter in which order each verifier verifies the invoice.
When the invoice has bee verified by all the verifiers, the invoice status becomes Verified.
If the Approval circulation order setting is on, an e-mail notification will be sent to the first verifier. If the Approval circulation order setting is off, a notification will be sent to all verifiers. If the Approval circulation order setting is not on, it does not matter in which order each verifier verifies the invoice.
A notification of electronic or scanned invoices received to Procountor is automatically sent to verifiers and approvers.
An automatic notification of a received electronic or scanned invoice is sent in following cases:
- The approval circulation is in use
- A verifier or an approver has defined in his/her personal infos and settings that he/she wants to receive e-mail notifications from the software
- The invoice is focused to a business partner according to the Business ID or the bank account number and a default verifier or approver has been defined for this business partner
If a default verifier of approver has not been defined for this business partner, the software uses the information in Usage settings, to determine a receiver for the notification of the arrived invoice.
- The approval circulation is not in use
The system checks in the Usage settings to whom the notification of the arrived invoice is to be sent
Sending of notifications from Procountorista is timed and notifications are sent several times a day. Timing enables consolidation of several invoice notifications to the same verifier/approver to one e-mail message. This e-mail message contains a link to Procountor sign-on and after signing shows the invoices in the Receipt search view.
Search invoices for verification
Verification and approval of invoices is carried out in the Verification view, which can be found for example through Receipt search > Search invoices to approve.
In Search invoices to approve the user can select purchase invoices waiting for own verification or approval, if it has been defined in the Extended employee rights that the user can only get purchase, travel and expense invoices waiting for his/her verification or approval.
In the Search invoices to approve view you can select the invoice you want to verify/approve and click the Verification button. The button opens the Verification view, where you can verify and approve the invoice.
The upper section of the invoice Verification view show the invoice basic information, for example invoice date, due date, invoice sum and products.
The Verifiers window shows the information of the verifiers and approvers defined for the invoice.
The Invoice event information window shows the actions performed to the invoice, for example verification and approval time stamps and name of the verifier and/or approver.
The Purchase orders focused on the invoice window shows which purchase orders have been focused on the invoice and it is also possible to search and focus related purchase orders using the Search purchase orders button. With the Delete focusing button you can delete erroneous focusing.
The Verification button adds a verification time stamp to the invoice. It contains the user name, date, time and verification comment. The software checks if similar invoices with equivalent information exist and displays a warning in the Verification view upon sending to circulation, verification and approval, if similar invoices in Procountor exist.
If approval circulation is in use, the invoice status becomes Verified, when all specified verifiers have verified the invoice. If a user who is not the next verifier tries to verify the invoice, he/she will be notified. If he/she verifies the invoice, the invoice status becomes Verified. Invoices can be verified even if the approval circulation is not in use.
The Approve button adds an approval time stamp to the invoice. It contains the user name, date, time and approval comment. If approval circulation is in use, the invoice status becomes Approved, when all defined approvers have approved the invoice. If a user who is not the next approver tries to approve the invoice, he/she will be notified. If he/she approves the invoice, the invoice status becomes Approved. Invoices can be approved even if the approval circulation is not in use. If approval circulation is in use and verifiers have been defined for the invoice, it cannot be approved before it has been verified. The software checks if similar purchase invoices with equivalent information exist and displays a warning in the Verification view upon sending to circulation, verification and approval if similar invoices in Procountor exist.
All invoices in the search result can be verified / approved be clicking the Verification of multiple invoices button. The button opens the Verification of multiple invoices view, where you can select the invoices to verify or approve.
The company info contains a Verifier lists view, where you can create predefined lists. The maximum number of verifiers and approvers on a list is specified in the Company info. Using the lists you can easily import verifier and approver information to business partners and invoices.
Information of the approver list used for a business partner is saved in the business partner information, and if you edit the list, the verifier and approver information of the business partner is updated at the same. Information of the verifier list used for an invoice is not saved. Therefore, changes in the list do not affect the existing verifier and approver information on invoices. If there is a need to change the verifier or approver information of several business partners, you can do it through business partners register Edit multiple function.