What Approval Options are Available in the DocuWare Workflow?

Tired of slow and error-prone invoice approvals? Wondering if there's a way to streamline these processes while ensuring strict compliance with company policies and budgets? You're not alone in your quest for efficiency and the solution may be simpler than you think. Read below to find out how DocuWare handles different levels of approval, from department managers to the CFO.

We understand that finance teams often need additional support to manage their workflows efficiently. DocuWare can be configured in multiple ways. However, in thousands of projects we see that there are 3 best practices:

1. QuickMatch (fully automated): Our QuickMatch feature effortlessly handles consistent or recurring invoices. Vendors in this category are assigned a maximum financial limit in the vendor master record. Invoices that meet these QuickMatch limits are processed directly at the booking stage without the need for manual input. This process is fast and does not require staff intervention.
2. 3-Way match (fully automated): This method is applied when an invoice, a purchase order (PO) and a packing slip match. It allows direct approval and posting. Specifically, for trusted vendors with accurately read invoices that match the PO amount within a pre-determined tolerance, the invoice automatically goes from capture to approval to booking for posting, all without manual intervention.
3. Invoices requiring departmental approvals (cost centre approval): For invoices not covered by automated methods, DocuWare offers three tailored approval options:
   • No approval: Once the invoice details have been verified, the invoice is forwarded to the booking stage with no further approvals required.
   • Requestor approval: The invoice is routed to a specific individual or cost centre for approval.
   • Multi-level approval: The invoice is approved by multiple cost centres, allowing the invoice amount to be split between them.

DocuWare Tutorials: Invoice Processing

What are the approval options?

How are approvers notified?

DocuWare initiates a workflow that notifies the designated approvers and displays the pending invoice in their task list. The task deadline coincides with the invoice due date. If a task remains incomplete, it is escalated to another approver. DocuWare maintains a record of each user’s authorisation level, approval limits, delegated approvers and their managers.

What happens to rejected invoices?

In the case of rejected invoices, DocuWare runs a dedicated workflow to manage them effectively. Here's a more detailed explanation of this process:

1. Re-entry into the process: One of the key features of this workflow is the ability for a rejected invoice to re-enter the standard processing cycle. Before this can happen, the specific reason for the initial rejection of the invoice must be addressed and rectified. This may involve correcting errors, updating information or resolving any discrepancies that led to the rejection.
2. Return to supplier option: In certain cases, if the issue with the invoice cannot be resolved internally or requires the intervention of the supplier, DocuWare provides the option of sending the invoice back to the supplier. This may be necessary if there are significant discrepancies, incorrect billing or if additional documentation is required from the supplier.
3. Audit trail: Throughout the process, all actions taken in relation to the rejected invoice are thoroughly tracked and documented. This ensures transparency and accountability, and also provides valuable data for analysing common reasons for invoice rejection, potentially leading to process improvements.

This approach to handling rejected invoices ensures that they are dealt with efficiently and effectively, minimising the impact on the overall invoice processing flow and maintaining the integrity of the financial records.

If you have any further questions, reach out to us!