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

3-way matching
Purchase Invoice Approval
invoice with Yes No Workflow
Order?
purchase order
 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.
 Invoices to

“kostenplaatsen”
“verbijzonderingen” and

Budget controller RU Budget controller Budget controller Budget controller Budget controller
Invoice Approval Workflow

( company 000) Company Verbijzondering Verbijzondering Verbijzondering

Limit unrestricted Limit €1.000.000 limit €250.000 limit €100.000 limit €1.000
Invoice € 500

Invoice

Rejection
approved
Invoice to “verbijzondering”

Approval
Invoice Approval Workflow
 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.
 Invoices to
“verbijzonderingen”
and “kostenplaatsen”
Invoice Approval Workflow

Budget controler
Budget controller RU Budget controller Budget controller Budget controller
“verbijzondering”
company 000 company kostenplaats “kostenplaats”
Limit €1.000
Limit unrestricted Limit € 1.000.000 Limit € 250.000 Limit € 100.000
Invoice € 5.000

Invoice
Invoice

Approval
approved
approved
Invoice to verbijzondering and/or Kpl
Invoice Approval Workflow

Rejection
Rejection
 • Invoices to projects
Invoice Approval Workflow

Budget controller RU Budget controller Budget controller Budget controller

Project Manager
( company 000) Company Verbijzondering Verbijzondering
limit €10.000
Limit unrestricted Limit €1.000.000 limit €250.000 limit €100.000
Invoice € 500
Invoice to project

Invoice

Rejection
approved
Approval
Invoice Approval Workflow
 • Invoices to projects
Invoice Approval Workflow

Budget Budget
Budget Budget Project-
controller RU ( controller
controller controller manager
company 000) company
kostenplaats kostenplaats project
Limit Limit
Limit €250.000 Limit €100.000 limit €10.000
Unrestricted €1.000.000
Invoice €250.000
Invoice to project

Invoice
Invoice

Approval
approved
Approved

Rejection
Rejection
Invoice Approval Workflow
 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 doesn’t
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