Users that have the right to approve invoices can also approve invoices in the Briox App!
In Briox, you have the possibility to approve supplier invoices. This functionality needs to be activated under Settings - Accounting - Approval Levels:
Here you can choose which levels of approval are suitable for your company. Slide the switches to green, as shown below, to activate the desired functionality.
When all approvals are turned on, the sequence is as follows:
Posting approval -> Invoice review level 1 -> Invoice review leve 2 -> Payment approval
Remember to click Save at the bottom of the screen when you are done.
Separate posting and payment approval workflows
A setting can be turned on for you to be able to separate the posting and payment approval workflows.
Activating this setting will let you send an invoice through the payment approval workflow and all the way to the bank without the invoice having to be posted.
If no payment approval workflow has been activated, turning on the setting will allow you to send the invoice to the bank without waiting for the invoice to be posted.
Note: The invoice will been to be posted to be paid in Briox and reconciled under banking.
When this setting is turned on:
- An extra statuses for your unposted invoices will be displayed : Unposted payment in process:
- A new filter will allow you to select all invoices that are Unposted payment in process, so that you can revert the payments or post the invoices.
The following reports will display the new unposted statuses:
- Purchase order / supplier invoice list
- Supplier statistics
The following report will offer the option to include unposted invoices:
Determining Approval Rights
When the functionality is enabled the application administrator can determine suitable approval rights for the individual users, under Admin - Users - select a user and click on the edit user icon at the end of the row. A new group of access rights will appear, see below:
Note! The Settings can also be activated by checking the user rights first.
Filtering the supplier invoice list
When the functionality is in use you can filter your list of supplier invoices based on approval levels under Supplier invoice - Supplier Invoices:
If you only have the right to approve supplier invoices and not to see the complete supplier invoice list, you will then only see the invoices you have the right to approve.
A dashboard widget called "Invoices to Approve" will serve as a shortcut to your list of invoice, see below, and the filer will only display the approval levels you have the right to see.
It is also possible to mass-approve selected invoices directly in the invoice list view. When you have selected the invoices you want to approve the action buttons will appear at the bottom of the page:
You find the approval tools in the supplier invoice view at the bottom of the page. If the Posting approval is in use, you must approve the invoice in order for the actual posting functionality to become active. If Invoice review is in use, the invoice will move to the next level in the hierarchy after it has been reviewed. When the invoice has been reviewed, a row is created in the Review history section on the invoice:
Both the Posting approval and the Invoice review can be removed if necessary. If removed, the invoice will return to its previous state.
Notifications for invoices awaiting to be approved
If you want to smoothly receive information about new invoices waiting for your approval you can get notifications sent to your e-mail address. Turn on notifications for the various scenarios under Your account - Receive E-mail notifications for.
If accountants participate in invoice approval of client accounts, we recommend they turn on notifications from the Client Manager database (Receive E-mail notifications for client accounts). If notifications are turned on in this way, accountants will receive a collective message regarding all clients (max 1 a day) instead of several e-mails for each client.