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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 or reprocessed for further approval.  A process diagram below.

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Preparation

Prior to installing the Vendor Invoice Approval Process for Business Essentials a tasks must be accomplished:There are a few steps that must be completed to ensure proper installation of this package.

List Creation

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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You can install the Vendor Invoice Approval Workflow right from the clouddirectly from Square 9's Cloud.  

1. Log On to your GlobalCapture Instance
2. Select Manage
3. Select Migration
4. Select GlobalAction at the top right
5. Select Cloud
6. Select the workflow <NAMEOFWORKFLOW>

Below is a demonstration on how to complete this task.

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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.

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1. Open the GlobalAction Designer
2. Open the Business Essentials - Invoice Approval Process Workflow
3. Double Click the "First Approver" Queue
4. Select and add all users who will act as an approver.  (It is recommended to add AP Staff here as well)
5. Click Save
6. Repeat the process on the queue labeled "Second Approver"
7. Save your Workflow

Assigning Queue Security for Accounting Staff

1. Open the GlobalAction Designer
2. Open the Business Essentials - Invoice Approval Process Workflow
3. Double Click the "AP Entry" Queue
4. Select and add all users who will fill the role of the role an accounting staff.
5. Click Save
6. Repeat the process on the queue labeled "Rejection Queue"
7. Save your Workflow

Configuring Email Notifications

1. Open the GlobalAction Designer
2. Open the Business Essentials - Invoice Approval Process Workflow
3. Double click the email node in the "First Approver" queue.
4. Alter the "To" field to use read "{f_First Approver}"
5. Add anyone else you would like to receive the notification.
6. Click Save
7. Double click the email node in the "Second Approver" queue.
8. Alter the "To" field to use read "{f_Second Approver}"
9. Add anyone else you would like to receive the notification.
10. Click Save
11. 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.

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