Review purchase invoices via ProfitWeb (Purchase invoice Workflow)

In ProfitWeb you can use the Purchase invoice workflow to track and monitor the purchase invoices in your organisation. The steps a purchase invoice goes through for example are the post, review/approve and release for payment processes.

Description

The default Purchase invoice workflow has a very simple structure. It contains the minimum steps required to complete the process, i.e. the Post purchase invoice and the Approve purchase invoice steps. If necessary, you can extend this workflow together with a consultant, for example, with intermediate steps specific to your organisation.

The workflow works as follows:
An employee adds a dossier item of the type Purchase invoice. He/she cannot change this dossier item type. This dossier item type is linked to this workflow which, because the dossier item was added, automatically starts.

The workflow subsequently transfers the dossier item to the next step: Post purchase invoice. The employee who is linked to this step, is automatically given the task of entering the purchase invoice. When this task is reported complete, the designated employee for this purpose can approve the invoice.

An example of this process is illustrated in the following diagram:

If you decide to use this workflow, you can use the Invoices in circulation function, provided that you have configured it. This is because you have already authorised the reviewers. If you do not need a separate reviewer for approving purchase invoices, you can use the default options in the workflow.

Note: 

• If you use the Purchase invoice workflow, we recommend that you do not, or no longer use the Blocked invoices Profit function. That is because this functionality is part of this workflow. Furthermore, Invoices to assess used in addition to this workflow results in ambiguities about who within the organisation is authorised to review and approve a certain invoice.
• The employees you identify when you enter a purchase invoice must also be Profit users. This is important when Profit transfers the workflow task to the reviewer. This person must of course also be able to use Profit.

Preparation

• Configure purchase invoice processing via ProfitWeb
• Configuration of a workflow

  The user you designate as the reviewer, approves the purchase invoice. We recommend that you authorise at the (user) group level, and to make the responsible employees members of this group. This way a different user in the group can substitute for the reviewer and take over this person’s tasks. You set this up in the workflow.

Procedure

• Submit a dossier item

  The workflow starts as soon as a dossier item of the type Purchase invoice is added for the received invoice. The Add function can be performed from the Profit Windows version as well as from InSite.

  Skip this step if you immediately add the invoice file (PDF) as an attachment during the posting process. This action will cause the dossier item to be automatically submitted and this then starts the workflow.

• Enter a purchase invoice

  You enter the purchase invoice in Profit Financieel and use the Post purchase invoice action in InSite to link the invoice to the purchase invoice workflow. If you immediately add the invoice file (PDF) as an attachment when entering the invoice, a dossier item is then automatically submitted and the Purchase invoice workflow is started. The purchase invoice is automatically blocked for payment to prevent it from being included in the payment file for the payment order. Only once the reviewer approves the purchase invoice is the purchase invoice unblocked for payment. After this, you can pay the purchase invoice (automatically).

• Approve a purchase invoice via ProfitWeb

  You approve the purchase invoices in ProfitWeb as soon as they have been posted.

• View or change a purchase invoice with an attachment

  There are various ways in which you can view and change the entry and the attachment (PDF file) of the purchase invoice.