Confirming an invoice (use case)

After receiving an incoming invoice, the person responsible usually redirects it to one or more of the approvers responsible for invoice confirmation. Not long ago, it was the secretary who used to run around the company to obtain invoice confirmation and signature. Today, however, this process is automatically controlled by the eWorkflow Confirm document.

Below is a use case of confirming an invoice with the help of the above eWorkflow.

CASE SUMMARY The person responsible at the Tecta's Administration Department has received an invoice which requires the confirmation of the responsible persons, so that it can be taken over by the Accounting Department for final processing. In order for the invoice to be sent to management for approval, the person responsible does as follows: Selecting the invoice in Documentation and running the eWorkflow Confirming the invoice (administration) Selecting the approver Confirming the invoice (director)

WARNING For the eWorkflow to work properly, certain eWorkflow settings must be defined beforehand. Defining the these eWorkflow settings is a one-time process. If you have already done this, you can skip this step.

1. Selecting the invoice in Documentation and running the eWorkflow

HINT To redirect an invoice to the management for confirmation, you first need to import the invoice into Documentation. For more information on the import process, see the chapter eExchange – Receiving or importing.

In the Documents form, the person responsible uses the search field to find the invoice that will be sent to the person responsible for confirmation.

This is done using the eWorkflow Confirm document.

In the toolbar, the person responsible clicks the (Import/Export data) button and selects the eWorkflow Confirm document from the drop-down menu.

HINT The option to display the eWorkflow in the Wizards menu is enabled in the basic eWorkflow settings.

The PANTHEON eWorkflow Confirm document starts running.

2. Confirming the invoice (administration)

After the eWorkflow has been started, the invoice with the created confirmation task is displayed on the screen of the person responsible at the Administration Department.

The task requires the person responsible to Confirm, Reject or Confirm and redirect the invoice.

In this case, the invoice will be confirmed and redirected to the director, because the director's approval is also required.

For this purpose, the person responsible enters a note for the director in the Task comment window and redirects the task to the director by clicking the Confirm and redirect button.

3. Selecting the approver

This opens the window Select person to for confirmation.

The person responsible selects Daniel Director as the next person responsible for confirmation of the invoice and enters a message in the window.

The person responsible at the Administration Department clicks the Finish button to redirect the invoice confirmation to the director.

4. Confirming the invoice (director)

When logging in to the program, the director notices on the Tasks button that a new task is pending.

The director opens the task by double-clicking it or selecting the Run button.

The task requires the director to Confirm, Reject or Confirm and redirect the invoice.

In this case, the director checks and confirms the invoice.

At the same time, the director enters a message for the Accounting Department in the Task comment window and confirms the invoice by clicking the Confirm button.

By changing the status of the invoice in Documentation to Finished, the last step of the eWorkflow is finished.

For invoices with the status Finished, the Accounting Department can now create PANTHEON documents and post them.