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DocuWare for Invoice Processing

Resources for users of the preconfigured cloud solution

Which workflows does an invoice run through after it has been stored?

from Version IPUS7.4T1   previous versions
 
Once an invoice has been indexed and stored in the "IP - Accounting" file cabinet, it will be processed by several workflows depending on the defined workflow settings and the decisions made in the process.
 
1 Validation
This workflow interrogates the indexing of the invoice and validates it against preconfigured criteria. If and exception is found, it is noted and identified to the Invoice Validator. The Validation workflow is the initial process that all invoices must go through. It is designed to check the integrity of the invoice data that was used in indexing the document. 
 
Following items can be checked:
  • Checks for a valid vendor in the vendor master record when the “Vendor Check” is activated in the define workflow settings.
  • Checks for potential duplicate vendor invoices with the same invoice number.
  • Verifies the invoice date and the invoice number are indexed.
  • Identifies mathematic errors by ensuring invoice subtotal + tax + freight = gross amount.
  • Validates the vendor master record for expiration date.
  • Determines if early payment discounts apply.
The workflow also determines if the invoice can be processed using one of the straight through approval methods QuickMatch or 3-Way Match. When the criteria are met, the invoice is considered “pre-approved” and moves directly to the completion process. 
 
2 Assign Approvers 
This workflow picks up after the validation process when not using a straight through approval process. Based on the selected define workflow invoice approval setting there are several options:
  • No Approval
    Invoices will go directly from review to the completion process.
  • Approval including Requestor and/or Cost Center Manager
    • Requestor Approval
      Provides a process that assigns invoices to a selected user or users for approval. When selecting multiple users, only one of the listed users is required to complete the invoice approval process. You can also provide an approval threshold dollar limit for users or a set corporate dollar limit. (In the default setting all invoices are assigned to a secondary level approver since the corporate dollar limit is set to $0.00 and the user limits are not available.) Learn more  
    • Cost Center Manager Approval
      Provides a process that assigns invoices to a selected Cost Center Group Manager or Managers for approval. When selecting multiple Cost Centers, all that are listed are required to complete the invoice approval process. You can also provide an approval threshold dollar limit for each manager or a set corporate dollar limit. Learn more
    • Requestor and Cost Center Manager Approval
      Provides a process that assigns invoices to a selected requester or requestors first for approval and then to cost center manager or cost center managers for approval. When selecting multiple requestors, only one of the listed requestors is required to complete the invoice approval process. When selecting multiple Cost Centers, all that are listed are required to complete the invoice approval process. You can also provide an approval threshold dollar limit for users or a set corporate dollar limit.

 
3 Approval Rejected
This workflow processes an invoice in the event any of the assigned approvers reject an invoice.
 
4 Completion
This workflow is the completion step. All necessary approvals have been made. The decision to update the default GL coding table in the vendor master record and the data export is also identified here. Note: If the define workflow setting indicates No Export is desired, then the invoice is marked as “Final Approval Complete” and the process ends.
 
5 Booking Record
This workflow determines that the Data Export feature is enabled. The transactional data is prepared for the booking record creation process using DocuWare Export.
 
 

Which workflows does an invoice run through after it has been stored?

from Version IPUS7.4T1   previous versions

Once an invoice has been indexed and stored in the "Accounting" file cabinet, it will be processed by several workflows depending on settings and decisions made in the process.

1 Validation

This workflow interrogates the indexing of the invoice and validates it against pre-built criteria. If and exception is found, it is noted and identified to the Invoice Validator. The Validation Workflow is the initial process that all invoices must go through. It is designed to check the integrity of the data that was used to index the document. Following items can be checked:

    • Checks for a valid supplier in the vendor master file
    • Looks for potential duplicate vendor invoices
    • Determines if the date and invoice number are present
    • Identifies mathematic errors by ensuring invoice sub-total + tax + freight = gross amount
    • Validates the vendor master file expiration dates
    • Determines if early payment discounts apply

The workflow also determines if the invoice can be processed using one of the straight through approval methods QuickMatch or 3-Way Match. When the criteria are met, the invoice is considered “pre-approved” and moves directly to the completion process ("Book and Pay").

2 Approvals

This workflow picks up after the validation process when not using a straight through approval process. Based on the settings at implementation, the approver assignment can occur to a specific requestor or cost center(s) using a multilevel approval:  
 
No Approval
Invoices will go directly from review to the completion process.
 
Requestor Approval
Provides a process that assigns invoices to a selected user for approval. You can also provide an approval threshold dollar limit for the user or a set corporate dollar limit. (In the default setting all invoices are assigned to a secondary level approver since the corporate dollar limit is set to $0.00 and the user limits are not available.) Learn more  
 
Multi-level Approval
Provides a more sophisticated approval process that allows assigning invoices to a requestor and/or cost center(s). You can also provide an approval threshold to create a dollar limit for any user or set a corporate dollar limit. Learn more  
 
3 Rejected Invoice
This workflow processes an invoice in the event any of the assigned approvers reject an invoice.
 
4 Book and Pay
This workflow is the completion step. Assuming all necessary approvals have been made, this is where the transaction data from the GL Coding table is written and the Booking Record is created. If the implementation settings indicate no booking record is desired, then the invoice is marked as “Posted” and the process ends.

Need further assistance? We’re here to help. Please email us at support.americas@docuware.com.