Vendor Invoice Approval for Business Essentials

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.

Preparation

Prior to installing the Vendor Invoice Approval Process for Business Essentials a tasks must be accomplished:

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.

Field Name	Data Type	Length	Properties	List Binding
Approval Status	Character	50	Read Only	Approval Status
First Approver	Character	255	None	Approver (First)
Second Approver	Character	255	None	Approver (Second)
Current Approver	Character	255	Read Only

Adding Fields to the Archive

To support Invoice routing, add your newly created fields to your Accounts Payable archive.

From the Administration interface:

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:
1. Approval Status
2. First Approver
3. Second Approver
4. 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 Search

You'll need to create a Search to show Vendor Invoices which are Pending Action.

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 Initator Search

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.

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

Installation

You can install the Vendor Invoice Approval Workflow right from the cloud.

Log On to your GlobalCapture Instance
Select Manage
Select Migration
Select GlobalAction at the top right
Select Cloud
Select the workflow <NAMEOFWORKFLOW>

Once installed