New Workflow Approval FAQs

Answering your most frequently asked questions about our new WFA

Written By Grainne Reidy (Super Administrator)

Updated at October 30th, 2024

Approver Setup 

Can you use a substitute approver for a set time?

Yes. A substitute approver can be nominated for a selected period of time, i.e. date from and date to.

In the Approvers Lising, go to More Actions (three vertical dots) and select Edit. Complete the substitute details and save the updates.

 
 

Can I set my own substitute approver?

Yes, if you have the required permission level and have an Admin User Role. In the Maintain Menu Profiles screen, assign the following permission to the relevant profiles:

  • Approvers Listing
  • Add/Edit Approvers

For more on user profiles, see Setting Up System Users.

 
 

Why is there no approver column in the invoices grid anymore?

As each document can have multiple approvers instead of just one, it is no longer possible to display Approvers here.

 
 
 
 

Approval Notifications 

If the approval is sent to multiple approvers but only requires one approver, will the other approver be notified?

Once the first approver clicks on the Approve/Reject, the other approver will get a message if they click on Approve/ Reject option.

 
 

Is there an option to push the approval up the workflow if I'm a lower approver and receive an invoice I'm unsure about?

There is no such facility at the moment. You can reject or approve the invoice with a note stating your concerns.  All notes will appear in the email to all approvers, so the next approver in line will see your note. 

 
 

If an invoice is not approved in a certain timeframe, will they receive auto-reminders?

Not yet. The approval reminders scheduling is the next phase in the WFA enhancement project.

 
 
 
 

Avoiding Workflow Conflicts 

How do I avoid workflow conflicts?

The basic rule is one document = one workflow.

Before building the workflows, you need to think of what kind of documents you are receiving:

  • Are they multi-dimensional?
  • Do they need to be coded to multiple GL codes?

Once you thought about that you can build a multi-line and multi-step workflow that will cater for all your needs. You can also set up a workflow with catch all rules.

See Workflow Scenarios - Beta for examples of conflict avoiding workflows.

 
 

Can an approver be used in multiple workflows without conflict?

Yes. The approver can be used in the multiple workflows provided that the workflows are set up with the mutually exclusive rules.

For example, if an approver is used in one workflow based on the specific criteria, for example supplier, then another workflow using the same approver could exclude suppliers from the first workflow.

 
 
 
 

Departmental Workflows 

What is a department in relation to workflow approval?

Department can be another term for a cost centre.

For example, in a school setting, there could be Junior and Senior School with different people responsible for the budget of each. The head office could then receive an invoice for books for both schools in one document.

For examples using departmental approval, see Workflow Scenarios.

 
 

Can one invoice go to multiple departments?

Yes. For details on this scenario, see Workflow Scenarios - Beta.

 
 

Can you copy a workflow to then amend for different departments?

Yes. Select Copy from the More Actions menu, rename the copied workflow and change details as needed.

 
 
 
 

Workflow Conditions - GL Codes, BI Codes, Dimensions, Supplier, Employee

Can I use the new WFA to approve expenses?

Yes. If you select the Non PO Invoice process, an Employee workflow condition option will be available. 

 
 

Can one approver be associated with multiple GL Codes in a workflow? 

Yes. An approver can be associated with single or multiple GL, Supplier, BI, and Dimension Codes in a workflow, allowing for flexibility.  

 
 

Can multiple approvers in a workflow step all be associated with different GL Codes?

Yes. If a document has multiple GL Codes, you could associate each GL Code with a different approver in a workflow step. For details on this scenario, see Workflow Scenarios - Beta.

 
 
 
 

Approver Limits 

Can the system ensure segregation based on the value of a transaction, i.e. if over £5,000 a second approver is needed?

Yes. You can configure limits based on the required values for each approver in a workflow step.

 
 

Do approvers have set limits associated with them like in the legacy workflow?

No. Limits are now set in the workflow steps. This means that the same approver can have different limits in different workflows, offering you greater flexibility.

In this example the same approver has different levels in two different workflows:
 

 
 
 
 

AP Inbox and third-party Systems 

Can I still use third-party software such as Kefron to import invoices?

Yes. This won't cause any conflict. Invoices will be assigned a workflow when they enter our system.

 
 

Do the POs need to be raised directly in the system, or can they be raised in a Project Management system and then imported?

The PO can be created outside of the system and then sent by API and can still go for the approval using the system's workflows. 

 
 

Does the new WFA link to the AP Inbox?

The AP Inbox will work as it has before. Once the invoice is checked and ready to be sent for approval, it will go through the approval engine to the relevant workflow.

 
 
 
 

Editing Documents and Workflows 

Are there any workflow details you cannot change once set?

Yes, the workflow approval Process cannot be changed once it is selected and workflow saved. 

 
 

If an invoice has been approved, can its GL or BI Code be updated? If so, will this mean the invoice needs re-approval?

Yes, these fields can still be updated after approvals.

Whether a document needs reapproval depends on its associated workflow. The PO will go for re-approval:

  • If the workflow is set up based on the BI codes meaning your PO now has a different BI code not included in the original workflow.
  • If you set a re-approval tolerance and the PO is now above the tolerance.

Otherwise, it will not need re-approval.

 
 
 
 

Migration 

Can I still have external approvers that approve via email?

To use the new WFA, all external approvers will need to be set up as system users. We will handle the automation for you when you switch over. However, they can continue approving via email and they will not require a login.

 
 

Can I test this in a sandbox before going live?

Yes, contact the onboarding or support team at support@accountsiq.com.

 
 

Do I need to start using the workflows as soon as I create them?

No. You can save your workflows as a draft and then activate them when you are ready to start using them. In the meantime, you can continue to use the legacy workflow approval.

 
 

Can you import workflows from a spreadsheet?

No. The workflow screens are user-friendly and allow you to easily create workflows. In addition, you can copy workflows to speed up the creation process.

 
 
 
 

Future Enhancements 

Is there an approval workflow for General Journals or Sales Invoices?

Not currently but this will be coming in a future stage.