Invoice approvals

This additional feature provides a customizable, extensible and logged invoice approval process. The process allows you to track who commented on, charged or approved an invoice when.

This application is an Additional Feature . The corresponding config set can be found here . This does not make any changes to invoices, except to set them to “Billed”.

Application

In this example, the person responsible for the administration, Werner Schmid, creates a new invoice.

By importing the additional feature, the approval section is added to the invoice under Further info:

Here you can now see the status of the invoice of In progress on To be approved In this example, the project manager is notified of the invoice that is ready for approval and the invoice is charged automatically, so that no changes can be made. Whether the invoice is charged automatically and who should be notified can be configured individually (see below). further down

Note: Users must have editing permissions on invoices, e.g. be assigned to the User Group project leader, in order to make status changes.

The changes to the release status are recorded in the log as follows:

• When was the change made (1)
• Who (shortcut) changed the status (2)
• Total amount of the invoice at that time (3)
• Has the invoice been charged (4)

Here in the example, the project manager Judith Feller receives a corresponding Notification . She checks the invoice and can add a comment if there is a need for adjustment and return the approval status to In progress change, deleting their own notification.

This in turn informs Werner Schmid via notification that an invoice has to be processed. He undoes the charging, makes adjustments and changes the status again to To be approved. Everything is recorded accordingly in the release protocol. The protocol can only be read and not edited.

The project manager is notified and changes the status to Approved, if everything is correct. This will not allow you to add any more comments.

Invoice release folder

The Invoice Release folder is created in the Invoicing folder, in which the invoices are saved or can be viewed in three subfolders depending on the release status.

Note: Only users assigned to the user group assigned will see this folder.

Configurations in the settings

Under Settings > Projects, the Invoice approval folder is created, in which the three statuses are defined by default. These can be removed, edited or expanded by further approval steps (e.g. approval 1, approval 2). The following options can be configured for each status (change):

• The order (any number): The status with the highest number corresponds to the last status in the approval process.
• Whether the invoice should be charged automatically when this status is selected.
• Who should be notified when a status change occurs.

By default, secretariat and project leader are entered as responsible users. These can be overwritten here – by adjusting the OCL expression (A) or selecting a user (B), if e.g. each invoice is to be approved by the managing director and not by the respective project leader. The options can also be combined.

Requirements and Download

• The Expert product line is a prerequisite for this feature.

Important information before importing the config set can be found in the article What to Interesting facts about the additional features . Config sets change data in Vertec, which can overwrite existing data.

The exact import process can be found in the Articles about the config sets .

Download the additional feature with the following download link:

The following objects are created by importing the config set: