Approval Invoices

1. Faculty of Science november 2009 Approval Invoices

2. Invoice Approval Workflow Content: • Introduction • Settings Invoice Approval Workflow • General • “Verbijzondering” and “Kostenplaats” • Project • How to approve (or reject)? • The notification • The buttons in the notification • Absence ( Vacation or long-term illness) • Questions?

3. Invoice Approval Workflow Inleiding • What is the purpose of the invoice approval workflow ? • The purpose of the invoice approval workflow is to get the invoices, for which there is no underlying purchase order (i.e. not ordered through I-procurement) approved by the right person. The workflow is controlled by the list of approvers recorded in Oracle for each budget: “kostenplaats”, “verbijzondering” and for projects by the recorded project managers as well as the recorded, booked and validated distribution for the invoice. • Who sets the approver? • The approvers are entered in Oracle according to the given mandates by the responsible financial controller of the unit/faculty.

4. Invoice Approval Workflow Introduction

5. Invoice Approval Workflow Invoice Approval Workflow In general • The approver of the nearest higher budget amount, as recorded in the list of mandates, will be asked to approve the invoice. • In case of an invoice for more than one budget, the approver will be determined for each seperate rule of the distribution. Invoices for “verbijzonderingen” en “kostenplaatsen” • In general, regardless the height of the amount on the distribution, the workflow will always need approval of the budget controller of the “verbijzondering” if there is a “verbijzondering” in the distribution.

6. Invoice Approval Workflow Invoice Approval Workflow Invoices to “verbijzonderingen” and “kostenplaatsen”

7. Invoice Approval Workflow Invoice Approval Workflow • Invoices to projects • In general, regardless the height of the amount on the distribution, the workflow will always need approval of the project manager.

8. Invoice Approval Workflow Invoice Approval Workflow Invoices to “verbijzonderingen” and “kostenplaatsen”

9. Invoice Approval Workflow Invoice Approval Workflow • Invoices to projects

10. Invoice Approval Workflow Invoice Approval Workflow • Invoices to projects

11. Invoice Approval Workflow How to approve ( or reject) ? • Log in to Oracle (see http://www.ru.nl/cif/cfa/bass-finlog/cursusmateriaal/handleiding: Inloggen Bass) • Go to your Worklist. • Open the notification by clicking it.

12. Invoice Approval Workflow The notification Invoice and vendor data Explanation by previous approver By doubleclicking you open a scan of the invoice The distribution of the invoice Previous approvers

13. Invoice Approval Workflow The buttons in the notification • Rejected • You state the reason for rejection in the response box • You reject by clicking the reject button

14. Invoice Approval Workflow The buttons in the notification • Approved • You approve by clicking the approve button

15. Invoice Approval Workflow The buttons in the notification • Reassign • You reassign the notification to another employee with the request to approve on behalf of you. You stay responsible for and owner of the approval. • If the employee, that has to approve on behalf of you doesn’t complete the notification within 5 days, you will get a reminder. Not the person you reassigned the notification to!

16. Invoice Approval Workflow The buttons in the notification • Request Information • By means of the button “Request Information” you can request information from another employee on the invoice that has to be approved. Fill out the user name of the person you want to ask for further information Type your question at information requested Send your question with the submit button

17. Invoice Approval Workflow The buttons in the notification • Request information (continued) • The employee recieves a notification regarding the request in his worklist.

18. Invoice Approval Workflow The buttons in the notification • Request information (continued) • The employee recieves a notification regarding the request in his worklist and typs his answer in the response box. With the send button he sends his answer to the person who requested the information.

19. Invoice Approval Workflow The buttons in the notification • Requested information (continued) • The approver again recieves the notification in his worklist and finds the answer to his question in the action history, now he can approve or reject the notification.

20. Invoice Approval Workflow Absence ( vacation or long-term illness) 1.Set up your vacation rules See the manual http://www.ru.nl/cif/cfa/bass-finlog/logistiek/ manual regarding the ordering process part 7 “presentatie vakantieregels”. 2. Long-term illness Tell the administration to contact helpdesk-finlog (indicating the person that has to approve on your behalf), they will set up the vacation rule of the approver according to the given data.

21. Invoice Approval Workflow