There are five menu options when you enter Approval. The icon in the upper left, which looks like a folder, indicates the different display options for the invoices / documents available in Approval. There you will find the choices My, Not Assigned, Assigned, Failed, Approved, My History and All. By default, you enter the My view.
Mine ; displays invoices / vouchers ready for approval by the logged in user.
Not assigned ; shows invoices / vouchers that have not been approved.
Assigned ; lists all invoices / vouchers for approval.
Failed ; shows invoices / vouchers that are rejected.
Approved ; shows approved invoices / vouchers.
My history ; shows invoices / vouchers that have been previously approved.
All ; shows all invoices / documents.
Which of these views you can choose depends on which access you have in the system.
The next two icons are image view and list view options. The envelope icon is the choice to send out notifications that vouchers are for approval to all users who have vouchers for approval on the voucher (s) that are selected. The last icon on the far right is to export the list of attachments that are in the view (export to excel).
The small square icon indicates an image view of the invoices / documents, with the stamp number in the upper left corner of each image. You select an invoice / voucher by clicking on the photo of it and then the approval screen will appear.
Blue ; invoices / vouchers where you yourself are the next approver.
Orange ; the invoice / voucher is for approval by a person other than you.
White ; no approver is assigned. Authenticator can now be entered to get the invoice / voucher into the approval process anyway.
Green ; the invoice / document is approved and can now be posted in the Accounting module.
Red ; the invoice / document is unsuccessful or deleted.
The icon with three horizontal bars shows a table view of the invoices / documents that are being processed.
Each line is an invoice / voucher, and at the beginning of each is a colored line. This bar follows the same color code as the image view (which you can read about above). To get to the approval screen, double-click a line.
Here you can change the view based on your own preferences, such as the order of the columns, the sorting of the rows, and which columns should be visible. Sorting a column is done by clicking on the column heading you want to sort by. The choice for which columns to display is made by hovering over one of the column headers, clicking the arrow that appears to the right of the column heading, and then selecting Columns and deselecting the ones you want to display. You can even choose whether to show the invoices / documents in groups (Show in groups) and whether to group from a certain column (Group by this field).
From the table view, it is possible to send a reminder to the person to approve. To do this, first select a line and then click on the green envelope. Then an email will be sent to the email address entered on the person under Adminsitration - Employees.
If you are logging in to multiple clients / companies, it is possible to set up authentication across these clients so that you do not have to log in to one and one client to approve documents.
When you enter the approval module, you can click the settings button in the top right corner.
When you click on it, you get an overview of all the clients you have access to and can tick the box for those you want to use for cross-approval.
Image After clicking on an invoice / document in the image view or table view, you will be taken to the approval image itself.
At the top of the image there is a menu bar with the following options:
Inbox; makes you come back again to the list of invoices / vouchers for approval.
Arrow left; returns to the previous invoice / voucher waiting for your approval.
Arrow right; move on to the next invoice / voucher waiting for your approval.
At the far right of the same line you can print the invoice / document by clicking on the Printer icon.
The rest of the approval screen consists of five different boxes:
Document view ; Here you will see the invoice / document with all the pages that you have chosen to include.
Voucher information ; displays the information from the invoice / document scanned. This information is provided in Reception.
A person in the approval list can post the document before it has gone through the entire approval list. The registration can be done by, for example, an accountant in the accounting module, or by an approver in the approval module. As soon as a document is posted, the document information in the approval module is no longer available for changes. However, you can change the document until it has gone through the entire approval list. Once the voucher has gone through the entire approval list, is posted and approved, the voucher is moved to the special folder Approved in the accounting module. Then the attachment can be posted.
If you see that the attachment still needs to be adjusted, even though it has been approved by everyone in the approval list, then you can go to the approval list and add yourself or another approver to make the change. Once the document has been changed and approved again, it can be posted from the Approved special folder.
If you delete the posting information, the journal information is still locked for posting. Those who are allowed to make changes are the persons who have the right to view and change the document information.
Counter information ; If the invoice / voucher has been posted in Accounting before it has been sent for approval, the posting will be shown in this box. Here you can change the order of the columns, as well as choose which columns should be visible.
Shortcuts in posting information:
End: new row is added automatically
Down arrow: In different fields you can use the down arrow to bring up projects, customers, dimensions and so on. Next select space to open, up and down arrow to find the right customer / project etc, enter to select. Enter again to click out.
History ; shows the previous history of the current invoice / document. The latest event appears at the top. Even here you can change the order of the columns, as well as choose which columns should be visible. If you have access to the Accounting module, you also have the opportunity to make changes to the document before approving it. You can also be granted access to make changes to documents that are subject to approval even if you do not have access to Bookkeeping.
Properties and dimensions
To the right of the posting information and history you will find the properties and dimensions that belong to the attachments. The voucher information must be added under posting information and you must click on a voucher line there to see properties and dimensions. It is not possible to make changes to the field here, it is only for information to get an overview of the guides.
Approval List ; displays the entire approval list for the invoice / document. If you have access to it, you can also change the approval list and add people. If you do not change this, the administrator can send an email to firstname.lastname@example.org requesting that this access be granted to your user.
For instructions on how to use the approval list
Approval / rejection of invoice / voucher
At the bottom of the approval screen there is a menu bar with actions you can take when processing the invoice / document.
Approve ; approves the invoice / voucher and passes it onto the next person on the approval list. Before clicking Approve, you can post a comment that will be sent to the next person to approve.
Decline ; refuses the invoice / document. To decline, a comment is required.
Forward ; gives you the options of Forward or Forward and approve. This menu option allows you to forward the invoice / voucher to another person for approval. When you click Forward, you can select the person you want to forward it to from the list and then choose whether to forward the document only (Forward), or whether to simultaneously approve it (Forward and Approve).
Delete ; this menu item is only active if the invoice / document is rejected and allows the invoice / document to be sent back to Receive (Back to retrieval), to delete the invoice / document permanently or to archive it. If you choose to archive the invoice / voucher, it will hide behind the system with a stamp number that makes the invoice / voucher searchable in the future.
If you want to delete an attachment for approval, it can be done as follows:
Go to approval and open the document. Press the Deny button at the bottom of the page to reject the document.
You will then be prompted to add a comment as to why the attachment is rejected.
An administrator must then find the Failed Attachment under Authentication, and select Failed Attachment from the menu.
Here, the administrator finds an overview of all failed documents, and must click on the line to open the selected document.
When the invoice opens, the administrator can choose whether the document should be returned to the receipt to be corrected / changed, whether it should be completely deleted, or whether it should be archived.
Back to reception
If you choose to return the attachment to the receipt, it disappears from approval, and you must go to the receipt and click Associated Pages to find it again. Highlight the document, press Enter (or drag and drop it under Pages) and press the red cross.
Then the attachment disappears back to Inbox, where it can be re-entered or deleted completely by using the delete button. It is not possible to delete the attachment completely from linked pages.
If you choose to delete, the document disappears completely from the accounting module and you cannot find it again. Be sure to check the box for "Add Comment" to enter a comment before deleting the attachment.
If you choose to archive attachments, be aware that archived attachments cannot be reused afterwards, and thus cannot move them from the archive to the reception. Then they are only archived so you can go back and look at them, and possibly see the reason for "holes" in the stamp number series.
Comments must also be added when filing documents.