Invoice approval workflow

Flexible workflow rules, alert functionality and a browser-based interface put an end to paper-chasing and eliminates the risks of unauthorised payments. Any invoice, whether received as an Excel document, PDF or hard copy scan, can flow directly into a secure, self-contained register and be subjected to your pre-defined invoice approval routines.

Approvals and posting

Invoices can be batched in the purchase ledger, awaiting approval, and all batched transactions can be amended before being written into a secure audit trail. Invoices can be flagged as 'in dispute' until they are cleared for payment, including those approved for content. Posting the batch updates the supplier account, the nominal ledger and all reports throughout the system. Invoices can either be posted directly into the purchase ledger, or pre-approved using the invoice register (see below).

Electronic formats

This feature allows you to set the pathways and override options so that invoices can be properly authorised or rejected before entering the purchase ledger. Invoices received in electronic formats such as PDFs and Excel documents can flow directly into the system and large volumes of hard copy documentation easily scanned and auto-matched. Once in the system, invoices can be forwarded from one authoriser to another, removing the time-consuming practice of passing paper around the office.

Workflow rules

Authorisation routines can be flexed to suit the needs of your business, from incorporating unlimited levels of approval right through to one-step authorisation (and anything in-between.) Here are the different pathways that can be set using just two of the approval levels available:

• Enter invoice Approval 1 » Match to order » Approval 2
• Enter invoice » Match to order» Approval 1 » Approval 2
• Enter invoice » Approval 1 » Approval 2 » Match to order

Supplier-specific authorisation

This feature ensures that the person (or people) likely to have placed the order are those who approve it. For example, invoices from a specified stationery supplier could be routed direct to your administrative team, while software supplier invoices would go to your IT Director. You can build in other levels of approval where required, for example, you could ensure that your company accountant had visibility of all invoicing.

Review status

Every user (subject to password status) can trace where the invoice is within the system. This means you can view the invoices ready for approval, see those that require approval by others, and look through the records to see which invoices are already approved and at what level.

Workflow-based alerts

Full details about invoices awaiting approval can be sent to the desktop of any remote or site-based user, delivered via alert functionality to the desktop or PDA for fast and easy authorisation.

Approval of carbon emissions data

Invoices with a corresponding carbon emissions value (e.g. fuel card invoices and miles travelled) can now be approved and the carbon value entered from the invoice register. This builds on the accounting for carbon emissions functionality already present within the nominal ledger, adding greater depth to your business carbon footprint analysis.

Browser-based authorisation

A web-based interface to the invoice register enables any authorised member of staff to view and approve invoices, adding completeness to the purchasing cycle.

Further information:

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