Yes. A substitute approver can be nominated for a selected period of time, i.e. date from and date to.

In the Approvers Lising, go to More Actions (three vertical dots) and select Edit. Complete the substitute details and save the updates.

Yes, if you have the required permission level. In the Maintain Menu Profiles screen, assign the following permission to the relevant profiles:

• Approvers Listing
• Add/Edit Approvers

For more on user profiles, see Setting Up System Users.

As each document can have multiple approvers instead of just one, it is no longer possible to display Approvers here.

Once the first approver clicks on the Approve/Reject, the other approver will get a message if they click on Approve/ Reject option.

There is no such facility at the moment. You can reject or approve the invoice with a note stating your concerns.  All notes will appear in the email to all approvers, so the next approver in line will see your note. 

The approval reminders scheduling is the next phase in the WFA enhancement project.

The basic rule is one document = one workflow.

Before building the workflows, you need to think of what kind of documents you are receiving:

• Are they multi-dimensional?
• Do they need to be coded to multiple GL codes?

Once you thought about that you can build a multi-line and multi-step workflow that will cater for all your needs. You can also set up a workflow with catch all rules.

See Workflow Scenarios - Beta for examples of conflict avoiding workflows.

Yes. The approver can be used in the multiple workflows provided that the workflows are set up with the mutually exclusive rules.

For example, if an approver is used in one workflow based on the specific criteria, for example supplier, then another workflow using the same approver could exclude suppliers from the first workflow.

Department can be another term for a cost centre.

For example, in a school setting, there could be Junior and Senior School with different people responsible for the budget of each. The head office could then receive an invoice for books for both schools in one document.

Yes. For details on this scenario, see Workflow Scenarios - Beta.

Yes. Select Copy from the More Actions menu, rename the copied workflow and change details as needed.

Yes. If you select the Non PO Invoice process, an Employee workflow condition option will be available. 

Yes. An approver can be associated with single or multiple GL, Supplier, BI, and Dimension Codes in a workflow, allowing for flexibility.  

Yes. If a document has multiple GL Codes, you could associate each GL Code with a different approver in a workflow step. For details on this scenario, see Workflow Scenarios - Beta.

Yes. You can configure limits based on the required values at approver level.

No. Limits are now set in the workflow steps. This means that the same approver can have different limits in different workflows, offering you greater flexibility.

Yes. This won't cause any conflict. Invoices will be assigned a workflow when they enter our system.

The PO can be created outside of the system and then sent by API and can still go for the approval using the system's workflows. 

The AP Inbox will work as it is currently. Once the invoice is checked and ready to be sent for approval, it will go through the approval engine to the relevant workflow.

Yes, the workflow approval process cannot be changed once it is selected and workflow saved. 

Yes, these fields can still be updated after approvals.

Whether a document needs reapproval depends on its associated workflow. The PO will go for re-approval:

•  If the workflow is set up based on the BI codes - your PO now has a different BI code which is not included in this workflow.
• If you set the re-approval tolerance - the PO is now above the tolerance.

Otherwise, it will not.

To use the new WFA, all external approvers will need to be set up as system users. We will handle the automation for you when you switch over. 

However, they do not require a login and can continue approving via email.

Yes, contact the onboarding or support team at support@accountsiq.com.

No. You can save your workflows as a draft and only activate them when you are ready to start using them. Meanwhile, you can continue to use the legacy workflow approval.

No. The workflow screens are quite user-friendly and allow you to easily create workflows. In addition, you can copy workflows to speed up the creation process.

Not currently but this will be coming in a future stage.