User-level: Set in the security matrix
Previous steps: N/A
Use invoice approvals in Synergy to create an approval workflow for draft invoices. Set an approver, and take your invoices through approval statuses before they're finalised and sent to your client.
This article explains how to use the approvals feature, and how to report on your invoices in the approval workflow.
Adding an approver
After you've created a draft invoice, use the right panel arrow to open the approvals menu:
When adding an Approval, you must select an Approver, which has to be an active Staff member. The drop-down will prioritise Recent Approvers, Project Contacts, and then all other Staff.
By default, an Approval will be marked as Required, but you can uncheck this box to set any Approval to Optional.
You can create up to 4 Approvals at a given time, but there are no limitations to the Approvals for a Draft Invoice.
Once you've set your approvers, and whether they are required or not, click 'add approvals' to confirm.
Required vs optional approvals
There are 2 type of Approvals:
A Required Approval means that you cannot finalise the Invoice until that Approval is set to Approved.
An Optional Approval means that you can finalise the Invoice, even if it’s not set to Approved.
If you try and finalise an Invoice with a Required Approval set to Pending or Rejected, a warning message will let you know that there are pending Approvals.
By default, any Director will be able to bypass this limitation and can select to bulk Approve the Required Approvals for that given Draft Invoice. This feature can be set to different users from the Security Matrix.
Approving an invoice
There are 3 Resolutions an Approval can be set to:
When an Approval is created, by default, it will be set to Pending.
Team members marked as approvers will receive notifications (either in the notifications centre or by email, depending on notification preferences)
By clicking on the link in the notification, the approver open the invoice right hand panel, and can choose the approval status:
Filtering the invoice list
As an approver, I can filter the invoice list to show only invoices on which I am marked as an approver:
As the team member in charge of finalising and/or sending invoices, I can filter the invoice list by approval status:
This enables you to see those invoices still outstanding for approval, or those rejected that require further follow up.
Reporting on invoice approvals
You can report on Invoice approvals in several way.
In combination to these reporting fields, there are also 6 default reports:
Invoices - Current Pending Approvals
Invoices - All Approvals by Date
Invoices - Current Pending Approvals by Approver
Invoices - Current Pending Approvals by Office
Invoices - Current Pending Approvals by Project Manager
Invoices - Current Rejected Approvals