Invoice approvals

This additional featureprovides an invoice approval process that can be customized, expanded and logged. The process allows you to track who commented on, charged or approved an invoice, and on what date.

You can find the corresponding Config Set here. This feature does not make any changes to invoices, except to set them to “charged”.

Application

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

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

Here, you can change the status of the invoice from In progress to 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, meaning that no changes can be made. You can configure individually (see below) whether the invoice is charged automatically and who should be notified.

Note: Users must have edit permissions on invoices, e.g. are assigned to the project manager user group in order to make status changes.

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

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

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, thereby deleting her 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 logged accordingly in the change log. The change log is read only and cannot be edited.

The project manager is notified and, if everything is correct, changes the status to Approved. This means that no further comments can be added.

Invoice approval folder

The Invoice approval folder is created in the Invoicing folder. Invoices are saved or can be viewed in three subfolders, depending on the approval status.

Note: Only users assigned to the Invoicing folder accessuser group can 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). You can configure the following options 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, the secretary and project manager are entered as the responsible users. You can overwrite this here by adjusting the OCL expression (A) or selecting a user (B), if, for example, each invoice is to be approved by the managing director and not by the relevant project manager. The options can also be combined.

Requirements and download

• The Expert product line is required for this feature.

Before importing the Config Set, we recommend you read Key information about the additional features. Please note that Config Sets change data in Vertec, which can overwrite existing data.

The exact import process is described in Config Sets.

You can download the additional feature with the following link:

The following objects are created when you import the Config Set: