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Faculty of Science

november 2009

Approval Invoices
Invoice Approval Workflow

Content:
Introduction
Settings Invoice Approval Workflow
General
Verbijzondering and Kostenplaats
Project
How to approve (or reject)?
The notification
The buttons in the notification
Absence ( Vacation or long-term illness)
Questions?
Invoice Approval Workflow

Inleiding
What is the purpose of the invoice approval workflow ?
The purpose of the invoice approval workflow is to get the
invoices, for which there is no underlying purchase order (i.e.
not ordered through I-procurement) approved by the right
person. The workflow is controlled by the list of approvers
recorded in Oracle for each budget: kostenplaats,
verbijzondering and for projects by the recorded project
managers as well as the recorded, booked and validated
distribution for the invoice.

Who sets the approver?


The approvers are entered in Oracle according to the given
mandates by the responsible financial controller of the
unit/faculty.
Invoice Approval Workflow

Introduction
Invoice Approval Workflow

Invoice Approval Workflow


In general
The approver of the nearest higher budget amount, as
recorded in the list of mandates, will be asked to approve
the invoice.
In case of an invoice for more than one budget, the
approver will be determined for each seperate rule of the
distribution.

Invoices for verbijzonderingen en kostenplaatsen


In general, regardless the height of the amount on the
distribution, the workflow will always need approval of the
budget controller of the verbijzondering if there is a
verbijzondering in the distribution.
Invoice Approval Workflow

Invoice Approval Workflow

Invoices to
verbijzonderingen and
kostenplaatsen
Invoice Approval Workflow

Invoice Approval Workflow


Invoices to projects
In general, regardless the height of the amount on the distribution,
the workflow will always need approval of the project manager.
Invoice Approval Workflow

Invoice Approval Workflow

Invoices to
verbijzonderingen
and kostenplaatsen
Invoice Approval Workflow

Invoice Approval Workflow


Invoices to projects
Invoice Approval Workflow

Invoice Approval Workflow


Invoices to projects
Invoice Approval Workflow

How to approve ( or reject) ?


Log in to Oracle (see
http://www.ru.nl/cif/cfa/bass-finlog/cursusmateriaal/handleiding:
Inloggen Bass)
Go to your Worklist.

Open the notification by clicking it.


Invoice Approval Workflow

The notification
Invoice and vendor data

Explanation by
previous approver
By doubleclicking
you open a scan The
of the invoice distribution of
the invoice

Previous
approvers
Invoice Approval Workflow

The buttons in the notification


Rejected
You state the reason for rejection in the response box
You reject by clicking the reject button
Invoice Approval Workflow

The buttons in the notification

Approved
You approve by clicking the approve button
Invoice Approval Workflow

The buttons in the notification


Reassign
You reassign the notification to another employee with the
request to approve on behalf of you. You stay responsible for
and owner of the approval.
If the employee, that has to approve on behalf of you doesnt
complete the notification within 5 days, you will get a reminder.
Not the person you reassigned the notification to!
Invoice Approval Workflow

The buttons in the notification

Request Information
By means of the button Request Information you can request
information from another employee on the invoice that has to
be approved.

Fill out the user


Type your name of the
person you want Send
question at
to ask for further your
information
information question
requested
with the
submit
button
Invoice Approval Workflow

The buttons in the notification

Request information (continued)


The employee recieves a notification regarding the request in
his worklist.
Invoice Approval Workflow

The buttons in the notification

Request information (continued)


The employee recieves a notification regarding the request in
his worklist and typs his answer in the response box. With the
send button he sends his answer to the person who requested
the information.
Invoice Approval Workflow

The buttons in the notification

Requested information (continued)


The approver again recieves the notification in his worklist and
finds the answer to his question in the action history, now he
can approve or reject the notification.
Invoice Approval Workflow

Absence ( vacation or long-term illness)

1.Set up your vacation rules


See the manual http://www.ru.nl/cif/cfa/bass-finlog/logistiek/
manual regarding the ordering process part 7 presentatie
vakantieregels.

2. Long-term illness
Tell the administration to contact helpdesk-finlog (indicating
the person that has to approve on your behalf), they will set up
the vacation rule of the approver according to the given data.
Invoice Approval Workflow

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