If you are a Business Essentials user who is looking to enable additional productivity to their organization, empower your users to approve Invoices digitally. Whether you're remote or in the office, you can send invoices to up to users in serial, enabling them to take action by Approving or Rejecting an invoice. Once an Invoice is actioned, it is routed back to Accounting for manual entry into an Accounts Payable system for payment.
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In preparation, the following fields must be added to your Business Essentials Database.
Approval Status
- In Process
- Not Applicable
- Pending Level 1
- Pending Level 2
- Approved
- Rejected
- Complete
- On Hold
Create two lists named as outlined below containing the usernames/emails of anyone who will be approving documents.
Approver (First)
Approver (Second)
Field Creation
In preparation, the following fields must be added to your Business Essentials Database.
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- Select Archives
- Ensure your Database is Selected
- Click the More Options (
) icon to the right of the Accounts Payable archive and select Fields. - Add the following fields to your archive in the order defined below:
- Approval Status
- First Approver
- Second Approver
- Current Approver
Search Creation
Lastly, you must create two searches to support your workflow. For more information on how to create searches, consult this documentation.
| Vendor Invoices Awaiting Approval | ||
|---|---|---|
| Field | Operator | Prompt |
| Approval Status | Equals | {Pending Level 1} |
| Approval Status | Equals | {Pending Level 2} |
| Current Approver | Contains | {@USER} |
| Advanced Grouping: (1 or 2) and 3 | ||
| GlobalAction - Invoice Approval | ||
|---|---|---|
| Field | Operator | Prompt |
| First Approver | Is not Empty | |
| Second Approver | Is not Empty | |
| Approval Status | Is Empty | |
| Approval Status | Equals | {New} |
| AP Record Type | Equals | {Vendor Invoice} |
| Advanced Grouping: (1 or 2) and (3 or 4) and 5 | ||