Review/approve a purchase invoice via ProfitWeb

You approve the purchase invoices in ProfitWeb as soon as they have been posted. Only the user designated as the reviewer in the workflow configuration sees the dossier item with the purchase invoice. The dossier item is therefore his/her task and he/she must complete it.

If you record a substitute in Profit HR for the absence of the reviewer due to leave or illness, then this substitute receives this workflow task and not the reviewer. In that case you must have configured the reviewer substitution.

Note: 

The substitute is only used for new invoices that you enter and not for reviews already in progress. This is because Profit cannot substitute the responsible person in a workflow for existing dossier items.

To approve the invoice from the workflow:

1. Start ProfitWeb.

   Because you are already logged on to Profit, ProfitWeb starts automatically.

2.  Go to: Profit today.
3. In the section Client record items, click on the invoice you want to approve.
4. If necessary open the scanned invoice via Download next to Bijlage ( ).
5. If applicable, add a new response. Use a response template for this purpose, if desired.

   At the top right under Actions, make a selection from the actions that are specifically part of this workflow (the numbered actions) and the default actions. Once you approve the invoice, the check mark for the invoice changes, making payment possible.

   If you do not approve it, the invoice remains blocked. Use the Purchase invoice rejected action to return the task to the person who entered the invoice, for example if the entry is not correct.

   If you are the reviewer’s substitute and do not have the capacity or responsibility to review an invoice, you use the Delegeer taak action to delegate the task to someone else.

6. Scroll down in the window to see the web part with the Financial changes view. This view shows the journal entry associated with the purchase invoice.

   You can modify this view via Financial / Creditor / Creditor. Open the properties of a creditor and go to the Entries tab.

7. Click on the action: Approve purchase invoice at the top right under Actions.

The dossier item now no longer occurs in your ProfitWeb Menu / Profit today / Dossier items section. Your task is completed. This also completes the Inkoopfactuur workflow and the invoice is released for payment.