Approval Invoices

Faculty of Science

november 2009

Content:

• Introduction• Settings Invoice Approval Workflow

– General

– “Verbijzondering” and “Kostenplaats”

– Project

• How to approve (or reject)?– The notification

– The buttons in the notification

• Absence ( Vacation or long-term illness)• Questions?

Invoice Approval Workflow

Inleiding

Invoice Approval Workflow

•What is the purpose of the invoice approval workflow ?

The purpose of the invoice approval workflow is to get the invoices, for which there is no underlying purchase order (i.e. not ordered through I-procurement) approved by the right person. The workflow is controlled by the list of approvers recorded in Oracle for each budget: “kostenplaats”, “verbijzondering” and for projects by the recorded project managers as well as the recorded, booked and validated distribution for the invoice.

•Who sets the approver?

The approvers are entered in Oracle according to the given mandates by the responsible financial controller of the unit/faculty.

Introduction

Invoice Approval Workflow

Invoice

PurchaseOrder?

3-way matchinginvoice with

purchase order

Invoice ApprovalWorkflowNoYes

Invoice Approval Workflow

In general• The approver of the nearest higher budget amount, as

recorded in the list of mandates, will be asked to approve the invoice.

• In case of an invoice for more than one budget, the approver will be determined for each seperate rule of the distribution.

Invoices for “verbijzonderingen” en “kostenplaatsen”• In general, regardless the height of the amount on the

distribution, the workflow will always need approval of the budget controller of the “verbijzondering” if there is a “verbijzondering” in the distribution.

Invoice Approval Workflow

Invoice Approval WorkflowInvoice € 500

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Invoices to “verbijzonderingen” and “kostenplaatsen”

Invoice Approval Workflow

Invoice Approval Workflow

• Invoices to projects– In general, regardless the height of the amount on the distribution,

the workflow will always need approval of the project manager.

Invoice Approval Workflow

Invoice Approval Workflow

Invoices to “verbijzonderingen” and “kostenplaatsen”

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Invoice Approval Workflow

Invoice Approval Workflow

• Invoices to projects

Invoice Approval Workflow

Invoice € 500

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Invoice Approval Workflow

• Invoices to projects Invoice €250.000

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InvoiceApproved

Approval

Invoiceapproved

Invoice Approval Workflow

How to approve ( or reject) ?

• Log in to Oracle (see http://www.ru.nl/cif/cfa/bass-finlog/cursusmateriaal/handleiding: Inloggen Bass)

• Go to your Worklist.

Invoice Approval Workflow

• Open the notification by clicking it.

The notification

Invoice Approval Workflow

The distribution of

the invoice

By doubleclicking you open a scan

of the invoice

Explanation by previous approver

Invoice and vendor data

Previous approvers

The buttons in the notification

Invoice Approval Workflow

• Rejected

•You state the reason for rejection in the response box

•You reject by clicking the reject button

The buttons in the notification

Invoice Approval Workflow

• Approved

•You approve by clicking the approve button

The buttons in the notification

Invoice Approval Workflow

• Reassign

You reassign the notification to another employee with the request to approve on behalf of you. You stay responsible for

and owner of the approval.

If the employee, that has to approve on behalf of you doesn’t complete the notification within 5 days, you will get a

reminder. Not the person you reassigned the notification to!

The buttons in the notification

Invoice Approval Workflow

• Request Information

By means of the button “Request Information” you can request information from another employee on the invoice that has to be approved.

Fill out the user name of the

person you want to ask for further

information

Type your question at information requested

Send your

question with the submitbutton

The buttons in the notification

Invoice Approval Workflow

•Request information (continued)

The employee recieves a notification regarding the request in his worklist.

The buttons in the notification

Invoice Approval Workflow

• Request information (continued)

The employee recieves a notification regarding the request in his worklist and typs his answer in the response box. With the send button he sends his answer to the person who requested the information.

The buttons in the notification

Invoice Approval Workflow

• Requested information (continued)

The approver again recieves the notification in his worklist and finds the answer to his question in the action history, now he can approve or reject the notification.

Absence ( vacation or long-term illness)

Invoice Approval Workflow

1.Set up your vacation rules

See the manual http://www.ru.nl/cif/cfa/bass-finlog/logistiek/ manual regarding the ordering process part 7 “presentatie

vakantieregels”.

2. Long-term illness

Tell the administration to contact helpdesk-finlog (indicating the person that has to approve on your behalf), they will set up the vacation rule of the approver according to the given

data.

Invoice Approval Workflow