Post on 01-Apr-2015
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
Invoice to “verbijzondering”
Bud
get c
ontro
ller
Ver
bijz
onde
ring
limit
€250
.000
Bud
get c
ontro
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U(
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ontro
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pany
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.000
.000
Bud
get c
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Ver
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ring
limit
€100
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Bud
get c
ontro
ller
Ver
bijz
onde
ring
limit
€1.0
00 Invoiceapproved
Approval
Rejection
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”
Invoice € 5.000
Invoice to verbijzondering and/or Kpl
Bud
get c
ontr
olle
rco
mpa
nyLi
mit
€ 1
.000
.000
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get c
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€ 2
50.0
00
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get c
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00Li
mit
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Bud
get c
ontr
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r“k
oste
npla
ats”
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it €
100
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Bud
get c
ontr
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“ver
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ring”
Lim
it €1
.000
Invoiceapproved
Rejection
Invoiceapproved
Rejection
Approval
Invoice Approval Workflow
Invoice Approval Workflow
• Invoices to projects
Invoice Approval Workflow
Invoice € 500
Invoice to project
Bu
dg
et
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Ve
rbijz
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de
rin
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it €
25
0.0
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dg
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( co
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imit
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rbijz
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it €
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Pro
ject
Ma
na
ge
rlim
it €
10
.00
0
Invoiceapproved
Approval
Rejection
Invoice Approval Workflow
• Invoices to projects Invoice €250.000
Invoice to project
Bud
get
cont
rolle
r R
U (
com
pany
000
)Li
mit
Unr
estr
icte
d
Bud
get
cont
rolle
rco
mpa
nyLi
mit
€1.0
00.0
00
Bud
get
cont
rolle
rko
sten
plaa
tsLi
mit
€250
.000
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get
cont
rolle
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sten
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mit
€100
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Pro
ject
-m
anag
erpr
ojec
tlim
it €1
0.00
0
Rejection
Rejection
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.