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This title suggests that the rule or condition being set up is designed to handle invoices where the total amount is less than or equal to a specified maximum amount.
When…
Document Type is Invoice: This condition checks if the document being processed is an invoice. This is crucial for ensuring that the rule only applies to invoices and not other types of documents.
And…
Document Status is Pending Approval: This specifies that the invoice must be in a "Pending Approval" status. This status check ensures that the rule applies only to invoices awaiting approval.
Compare two fields: Total Amount Less Or Equals Approver Max Amount: This condition compares the total amount of the invoice to an approver's maximum authorized amount. If the invoice's total amount is less than or equal to this max amount, the rule continues to the next step. This likely includes a tolerance level that allows for minor deviations within specified limits.
Assign user from field Approver Name, use user User as fallback: If the conditions specified are met, the invoice is automatically assigned to an approver whose name is specified in a field. If this field is empty or unavailable, a default user (likely an admin or another designated staff member) is assigned as a fallback to handle the approval.
Add Card: This button likely allows users to add more conditions or actions to the rule, enhancing the flexibility and specificity of the workflow.
Save: Saves the configured rule to the system.
This setup is designed to streamline the approval process for invoices by automatically directing invoices to the appropriate approver based on the amount and ensuring that only those within a certain threshold are handled in this automated way. It helps in managing financial controls and speeds up the workflow by reducing manual checks for each invoice.
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This title indicates that the rule is designed to manage cases where the invoice total is greater than the maximum amount an approver is authorized to handle.
When…
Document Type is Invoice: This condition ensures that the rule applies only to invoices, which is essential for directing the workflow correctly.
And…
Document Status is Pending Approval: The invoice must be in a "Pending Approval" status. This status is crucial to ensure that the rule is applied to invoices that are still being processed and have not yet been finalized.
Compare two fields: Total Amount Greater Than Approver Max Amount: This condition checks if the invoice's total amount exceeds the maximum amount an approver is allowed to handle. This comparison might also include a tolerance setting, allowing for minor variations based on predefined criteria.
Assign user from field Next Level Approver, use user User as fallback: If the invoice exceeds the specified maximum amount, it is automatically assigned to a higher-level approver, indicated by the 'Next Level Approver' field. If this field is not filled or the specified user is unavailable, a default user (likely an admin or another designated staff member) is used as a fallback to ensure the invoice is reviewed without delay.
Add Card: This option allows additional conditions or actions to be added to the rule, providing flexibility to address complex scenarios.
Save: This button saves the rule configuration to the system.
The purpose of this rule is to ensure that invoices which exceed certain financial thresholds are reviewed by approvers with the appropriate authorization levels. This helps in maintaining financial control and oversight, ensuring that expenditures are reviewed by personnel with the requisite approval limits, thereby safeguarding the organization against unauthorized or inappropriate expenditures.
This rule, like the previous one, helps automate the workflow, reducing manual effort and enhancing compliance with the organization's financial policies. It is an example of how workflow automation can be effectively used to manage complex financial processes within a company.
This title indicates that the rule is specifically configured for managing cost invoices and involves an export action, possibly for reporting, further processing, or integration with other systems.
When…
Document Type is Invoice: This condition ensures that the rule is triggered only for documents categorized as invoices, maintaining the workflow's specificity to invoice management.
And…
Document Field Invoice Sub Type is Equals Cost Invoice: This specifies that the rule applies only to those invoices that are explicitly marked as "Cost Invoices" in a particular field within the document. This helps in distinguishing them from other types of invoices.
Document Status is Pending Second Approval: The invoice must be in a "Pending Second Approval" status. This indicates that the invoice has already undergone an initial approval and is awaiting a second, possibly final, review.
Start Export: Once the invoice meets the specified conditions (being a cost invoice and pending second approval), the action to "Start Export" is executed. This could involve sending the invoice data to another system for financial analysis, reporting, or compliance purposes.
Workflow Efficiency: This rule helps automate the handling of cost invoices by ensuring they are processed through the necessary approval stages without manual intervention, increasing the speed and accuracy of financial operations.
Control and Compliance: By requiring a second approval, the system enforces a control mechanism that ensures cost invoices are thoroughly reviewed, enhancing financial oversight.
Integration and Reporting: The export action suggests that once invoices are fully approved, they may be integrated into other systems for further processing or analysis, which is critical for financial reporting and audits.
This kind of rule is vital for organizations that deal with various types of invoices and need to ensure that each type is handled according to specific protocols. It reduces the risk of errors and ensures compliance with internal controls and external regulations.
This title indicates that the rule is set up to manage the second approval phase of a purchase invoice, with a specific focus on validating the unit price.
When…
Document Type is Invoice: This condition ensures that the rule is triggered only for documents that are identified as invoices, filtering out other document types and maintaining the relevance of the workflow.
And…
Document Status is Pending Second Approval: This specifies that the invoice is in the phase where it is awaiting a second approval. This is usually a step designed to ensure additional oversight before final processing.
Document Field Invoice Sub Type is Equals Purchase Invoice: This further narrows down the application of this rule to only those invoices that are classified as "Purchase Invoices", distinguishing them from other invoice subtypes.
Logic Unit Price in order confirmation Not Equals purchase order: This logical check is crucial as it compares the unit price listed in the order confirmation against the unit price in the original purchase order. The action is triggered if these values do not match, which could indicate a discrepancy that needs resolution.
Assign user from field Buyer Name, use user User as fallback: If the conditions specified are met (i.e., there's a mismatch in unit prices), the invoice is automatically assigned to a buyer (the name specified in the 'Buyer Name' field) for further review. If the 'Buyer Name' field is empty or unspecified, a default user (likely an administrator or another designated staff member) is assigned as a fallback to handle the approval.
Ensure Accuracy and Compliance: This rule is critical in ensuring that the invoicing process is accurate and complies with agreed terms. By triggering a review when there is a discrepancy in unit prices, the system helps prevent financial errors or potential fraud.
Streamline Approvals: Automating the assignment for review based on specific discrepancies helps streamline the approval process and ensures that issues are promptly addressed by the appropriate personnel.
Financial Oversight: Requiring a second approval, especially based on price matching, reinforces financial controls and accountability within the organization.
This title indicates that the rule is set up to manage the second approval phase of purchase invoices with a focus on the unit price, ensuring it matches the agreed terms.
When…
Document Type is Invoice: This condition ensures that the rule is activated only for documents identified as invoices, which is crucial for directing the workflow accurately.
And…
Document Status is Pending Second Approval: This specifies that the invoice is awaiting a second approval. This stage often provides additional oversight to ensure accuracy before finalizing the transaction.
Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further specifies that the rule applies only to invoices categorized specifically as "Purchase Invoices," differentiating them from other types of invoices.
Logic Unit Price in order confirmation Equals purchase order: This condition checks if the unit price listed in the order confirmation matches the unit price in the purchase order. It ensures that the invoice processing only moves forward if there is consistency in pricing, which is critical for budgeting and financial reporting.
Start Export: Once the invoice meets the specified conditions (i.e., the unit prices match between the order confirmation and the purchase order), the action to "Start Export" is triggered. This likely involves exporting the invoice data for further processing, possibly to another financial system or for reporting purposes.
Ensure Accuracy and Consistency: By verifying that the unit prices match between the order confirmation and the purchase order, the system helps maintain financial accuracy and prevents overcharging or undercharging.
Streamline Financial Processing: Automating the export of data once the prices are confirmed reduces manual handling and speeds up the financial processing cycle.
Enhance Compliance and Oversight: Requiring a second approval for price verification adds an extra layer of oversight, which is crucial for compliance with financial policies and controls.
This rule is an example of how workflow automation can be effectively utilized to ensure precise and efficient handling of financial documents within an organization, particularly in the context of large volumes of transactions that require meticulous validation.
AP Invoice Email: The process likely begins with an invoice received via email.
DocBits: This tool might be used for initial document management tasks such as capturing and digitizing invoices.
Finance Review: Invoices undergo a finance review where decisions are made regarding their validity and accuracy.
Initial Review:
Invoices are received and initially processed using DocBits.
They are then reviewed by the finance team to ensure they are removed from the workflow if they are complete, or pushed forward for further processing.
PO vs Non-PO Invoices:
The workflow distinguishes between PO-related and non-PO invoices.
Non-PO invoices are routed for further approval or rejection based on predefined criteria like supplier ID, quantity, unit price, and item number.
Matching and Mismatching:
Invoices are checked against goods receipts to ensure that details match (like supplier ID and quantity).
If mismatches occur, the invoice is subject to further review and possibly rejection.
Finance and Buyer Review:
For PO-related invoices, a detailed matching process is conducted involving a buyer review.
Adjustments to purchase orders or goods receipts might be required.
Final Decisions:
Invoices that pass all checks are approved and integrated into financial systems for record-keeping.
Rejected invoices trigger notifications, and a new invoice may be requested by the buyer.
Integration with Infor IDM & LN+M3:
Approved invoices are likely sent to Infor's IDM for document management and LN for ledger noting.
This integration ensures that all financial records are up-to-date and that the workflow seamlessly feeds into the broader ERP system.
Throughout the workflow, there are various decision points where an invoice might be approved, rejected, or sent back for additional information. Notifications are sent out after delays, ensuring timely processing.
These Workflows will be included in the Standard Workflow
This title indicates that the rule is set up to manage the second approval phase for purchase invoices with an emphasis on the quantity details, ensuring that the quantities on the invoice match those on the original purchase order.
When…
Document Type is Invoice: This condition ensures that the rule is activated only for documents identified as invoices, which is crucial for directing the workflow accurately.
And…
Document Status is Pending Second Approval: This specifies that the invoice is currently pending a second approval. This stage often provides additional oversight to ensure accuracy before the transaction is finalized.
Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further specifies that the rule applies only to invoices categorized specifically as "Purchase Invoices," differentiating them from other types of invoices.
Logic Quantity in order confirmation Equals purchase order: This condition checks if the quantity listed in the order confirmation matches the quantity in the purchase order. It ensures that the invoice processing only moves forward if the quantities are consistent, which is critical for inventory management and financial accuracy.
Start Export: Once the invoice meets the specified conditions (i.e., the quantities match between the order confirmation and the purchase order), the action to "Start Export" is triggered. This likely involves exporting the invoice data for further processing, possibly to another financial system or for reporting purposes.
Ensure Accuracy and Consistency: By verifying that the quantities match between the order confirmation and the purchase order, the system helps maintain inventory accuracy and prevents discrepancies that could affect financial reporting or stock management.
Streamline Financial Processing: Automating the export of data once the quantities are confirmed reduces manual handling and speeds up the financial processing cycle.
Enhance Compliance and Oversight: Requiring a second approval for quantity verification adds an extra layer of oversight, crucial for compliance with financial policies and controls.
This rule is a clear example of how workflow automation can be effectively used to ensure precise and efficient handling of financial documents within an organization, particularly in the context of purchase processes that involve large volumes of transactions requiring meticulous validation.
This title indicates that the rule pertains specifically to handling purchase invoices during a secondary approval phase, with a focus on verifying the accuracy of the quantities listed.
When…
Document Type is Invoice: This condition ensures that the rule is activated only for documents classified as invoices. This is essential for maintaining specificity and relevance in the workflow.
And…
Document Status is Pending Second Approval: This specifies that the invoice is currently pending a second approval. This stage is typically intended to provide additional oversight before finalizing the invoice.
Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further refines the rule to apply exclusively to invoices identified as "Purchase Invoices." This categorization helps differentiate them from other invoice types.
Logic Quantity in order confirmation Not Equals purchase order: This critical condition checks whether the quantity stated in the order confirmation matches the quantity on the original purchase order. The action is triggered if there is a discrepancy, indicating a potential error or issue that needs resolution.
Assign user from field Buyer Name, use user User as fallback: If the rule's conditions are met (i.e., there's a discrepancy in quantities), the invoice is automatically assigned to the person listed in the 'Buyer Name' field for further review. If this field is empty or the specified person is unavailable, a default user (likely an administrator or another designated staff member) takes over to ensure timely review and resolution.
Accuracy and Compliance: The rule is vital for ensuring that the invoicing process is accurate and aligns with the terms agreed upon in the purchase order. It helps prevent financial discrepancies and potential inventory errors.
Streamlined Approvals: Automating the review process for specific discrepancies helps streamline approvals and ensures that any issues are quickly addressed by the appropriate personnel.
Enhanced Financial Oversight: Requiring a secondary approval for quantity verifications strengthens financial controls and accountability within the organization.
This setup exemplifies how workflow automation can be utilized to enhance operational efficiency and ensure financial integrity, particularly in managing complex purchase processes within a company.
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