Changes Coming Soon. Keep scrolling for a new feature: Approval Group Descriptions.
The Mission
For all non-purchase order backed invoices an approval is required to voucher these through SourceDay. Users will have to set up approval groups or individuals to review and submit these invoices for vouchering. Approval groups can be established base on:
- Amount levels
- GL Codes
- Chains of approval.
ALL Non-PO Invoice must be in an approved status before they can be submitted to the ERP.
When Non-PO Invoices are submitted for approval, the users in the approval group will receive an email notification. Once approved the user can submit the invoice to the ERP.
Please note: if you are a team of one you can add yourself as an approver. This will require you to submit invoices for approval, then approve those invoices, then submit for voucher.
How Do I Set Up Approval Groups?
Before using the Non-PO Approval process the Admin/Owner user on the Invoice Automation Account will need to set up the Approval Groups. Anyone in an approval group will need an Invoice Automation license. Be sure to email support@sourceday.com to add new users.
Approval Groups can be added and edited in the Company Settings under your user name.
Coming Soon:
1. Define New Approval Group by selecting the Integration endpoint and the corresponding GL Code or Codes. Those two fields are required. By default the "Approve any GL code" box will be checked. Uncheck to specify unique groups by GL Codes. You can select more than one GL Code for each approval group.
2. Determine this Approval Group will require Chain Approval. Chain approval will require an approval at all levels. Without chain approval, only the approver at the highest level is required to review a Non-PO Invoice.
3. Assign Users by selecting the user from the drop down menu and entering the top limit of the amount they can approve. Remember approvers must have a SourceDay Invoice Automation License.
Coming Soon! Account Admins/Owners can now add descriptions to the approval group. Add the description when creating a new approval group, or edit the existing approval group to add a description.
How to Add a Description to an Existing Approval Group:
1.) Click your name in the top right corner and select Company Settings.
2.) Select Approval Groups.
3.) To add a Description to an existing Approval Group, select the Edit action on the right side of the table.
4.) Upon selecting the Edit function, users can add a description to the existing approval group. Add the description and click Save.
How to Add a Description to a New Approval Group:
1.) Click your name in the top right corner and select Company Settings.
2.) Select Approval Groups.
3.) Under 'Defined Approval Groups', users will see 'Define New Approval Group'. Create the group, along with the description, scroll to the bottom of the page and select 'Save'.
Keep Learning
- Setting Up GL Codes, Payment Terms & Approval Groups
- Editing a Non-PO invoice
- Uploading Non-PO Invoice
- Moving a PO Invoice to a Non-PO Invoice
- How to Approve Non-PO Invoices