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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- Log On to your GlobalCapture Instance
- Select Manage
- Select Migration
- Select GlobalAction at the top right
- Select Cloud
- Select the workflow <NAMEOFWORKFLOW>
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Configuring Queue Security
After your workflow has been configured, you must go in and configure queue security. In most situations, you will have two groups of users, anyone who may designated as an approver, and AP Staff who will be responsible for sending Invoices into the process. These two groups will have different security permissions depending on the stage the invoice is in.
Assigning Queue Security for Approvers
- Open the GlobalAction Designer
- Open the Business Essentials - Invoice Approval Process Workflow
- Double Click the "First Approver" Queue
- Select and add all users who will act as an approver. (It is recommended to add AP Staff here as well)
- Click Save
- Repeat the process on the queue labeled "Second Approver"
- Save your Workflow
Assigning Queue Security for Accounting Staff
- Open the GlobalAction Designer
- Open the Business Essentials - Invoice Approval Process Workflow
- Double Click the "AP Entry" Queue
- Select and add all users who will fill the role of the role an accounting staff.
- Click Save
- Repeat the process on the queue labeled "Rejection Queue"
- Save your Workflow
Configuring Security
This search will be used by GlobalAction to locate documents which need to be picked up. As defined in the configuration below, GlobalAction will only pickup documents which have an Approver selected.