For customers looking to add Vendor Invoice Approval to an existing AP archive, using the following specifications for configuring in place changes to your setup.
Lists
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
New
Create two lists named as outlined below containing the usernames/emails of anyone who will be approving documents.
Approver (First) and Approver (Second)
Fields
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:
Approval Status
First Approver
Second Approver
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
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