An auto-approval flow is relevant for companies where the approval process repeats itself in every invoice and a per-supplier basis is set, where there is no need to make changes to the order of approvers in every document that goes into the system.
You can set up the approval process directly from the company's dashboard by an admin or a Bookkeepper easily and without errors by:
Entering the company>Settings> Vendor preferences.
TABLE OF CONTENTS
- Initial setup and ongoing maintenance of the approval process from the "Vendor preferences" window directly.
- 1.1 Initial setup from the "Vendor preferences" window.
- 1.2 Ongoing maintenance and changes from the "Vendor preferences" window in the approval process.
- Initial setup and ongoing maintenance of the approval process from the "Vendor preferences" window directly.
- 2.1 Initial setup from the "Vendor preferences" window.
- 2.2 Ongoing maintenance and changes from the "Vendor preferences" window in the approval process.
1. Initial setup and ongoing maintenance of the approval process from the "Vendor preferences" window directly:
1.1 Initial setup from the "Vendor preferences" window:
The initial setup of the approval module can be easily done directly from the "Vendor preferences" window.
The window contains all the vendors from the ERP system to which the company is connected.
Scroll to the "Approver Flow" title and start filling in the relevant fields per vendor:
* Approver 1- Approver 8: You can choose who the approvers will be, in order, from among the users assigned to the company.
* Auto Start: Clicking on the "checkbox" button will activate the approval flow for that vendor automatically when the document is uploaded to the system without the intervention of another user.
* Add creator to editors: Clicking on the "checkbox" button will allow the document creator (the user who uploaded the document to the system) to make changes to the approval process after it has been activated.
* Add creator to notifiers: Clicking on the "checkbox" button will allow the document creator (the user who uploaded the document to the system) to receive a rejection message by email for documents that have been rejected by the company.
* Additional editors: You can add additional users who can change the approval flow in addition to the user who uploaded the document to the system.
1.2 Ongoing maintenance and changes from the "Vendor preferences" window in the approval process:
After the initial setup, you can return to the "Vendor preferences" window at any time and make changes to the approval process - add new flows for new vendors , change approvers, add editors, and more.
After each change, click on "Save".
**The list of vendors will change according to changes made directly in your ERP system.
vendor(If the connection is an archive connection or an API connection, the list of vendors will change according to direct vendoe creation or loading a vendor file from the company settings).
2. Initial setup and ongoing maintenance of the approval process from the "Vendor preferences" window using an Excel file:
2.1 Initial setup using an Excel import/export file from the "Vendor preferences" window:
The initial setup of the approval module can be easily done by creating an Excel file that can be downloaded directly from the "Vendor preferences" window and imported at the end.
The advantage of the Excel file is that the same data can be applied to multiple suppliers quickly.
At the top of the "Vendor preferences" section, download the file from the "Export to File" button and then fill in the Excel file in order.
(Do not change the Excel file).
* Note that in the approver fields, you can choose the approver's email from a built-in list or manually enter the approver's email address.
Scroll to the "Approver Flow" title and start filling in the relevant fields per vendor:
* Approver 1- Approver 8: You can choose who the approvers will be, in order, from among the users assigned to the company.
* Auto Start: Clicking on the "checkbox" button will activate the approval flow for that vendor automatically when the document is uploaded to the system without the intervention of another user.
* Add creator to editors: Clicking on the "checkbox" button will allow the document creator (the user who uploaded the document to the system) to make changes to the approval process after it has been activated.
* Add creator to notifiers: Clicking on the "checkbox" button will allow the document creator (the user who uploaded the document to the system) to receive a rejection message by email for documents that have been rejected by the company.
* Additional editors: You can add additional users who can change the approval flow in addition to the user who uploaded the document to the system.
**Ensure the user is located in the document system and associated with the relevant company before adding them to the approval process.
After filling in the Excel file>save it> return to the "Vendor preferences" window in the document system, and load the file by clicking the "Import from File" button.
2.2 Ongoing maintenance and changes using an Excel import/export file:
After the initial setup, you can return to the "Vendor preferences" window at any time > export the file > and make changes to the approval process from the new Excel- add new flows for new vendors, change approvers, add editors, and more.
To make changes, go to "Vendor preferences", click on the "Export to File" button, Export the latest approval process you created (from the Excel file or manual changes you made), make changes directly in the Excel file, and then load the new file by clicking on the "Import from File" button.
After each change, click on "Save".
The list of vendors will change according to changes made directly in your ERP system.
the (If the connection is an archive connection or an API connection, the list of vendors will change according to direct vendor creation or loading a vendor file from the company settings).
You can set up, edit, and change the automatic approval process and integrate Excel uploads and manual changes in the rows.