Sometimes it can be good to have an extra control on invoices with, for example, large amounts or a certain vendor. In the administration tool there is the possibility to create two control stages where invoices go either before or after approval. In the first, the invoices stop between check and approval and in the second the invoices stop between approval and final posting/payment. The creation of control stages takes place in two steps.
Create a queue
In order to separate the invoices to be controlled, special group queues are created where the invoices are sent. The most common is to have one queue for Control before approval and one queue for Control after approval, but depending on the working method it is quite possible to set up several different queues if you want, for example, to have control of vendors in one queue and control of coding in another or if you want everything in the same queue.
- Go to Organisation - Queues - Queues in the administration tool and click
- Enter a Name and Description and choose which roles should have access to the queue.
- On the Stage tab, there are two stages that come in question, Check which is for Control before approval and Approval which is for Control after approval . Select the stage that is relevant to the queue and click the right arrow to select.
Create Control step
- Go to Business Rules - Control stages in the flow.
The variants that are available are general controls, control of objects, users and vendors as well as extended controls.
- Highlight the control you want to create and click + New
The fields common to the various controls are:
Field Description Control stage Specifies which control stage the rule should apply
- Only Control before approval
- Only Control after approval
- Both steps Control before approval and Control after approval
- Only step Copy
Control queue Here you specify which queue should be the recipient for the current rule. The queues that are selectable are those created above. Interval Specifies whether the rule should apply to all invoices that meet the condition or whether the rule should pick invoices according to the specified interval. Example:The interval value 0 (zero) means that the rule applies to all invoices that meet the condition. The interval value 1 means that the rule applies to every other invoice, etc. Amount Specifies whether the rule should apply only to invoices over a specified amount. The amount is stated in the currency of the invoice. Cumulative amount Here is stated whether the rule should apply only when the cumulative amount (invoice amount) has passed the specified limit for the invoices for which the rule applies. The amount is stated in the currency of the invoice. Cumulative total The current cumulative sum for all invoices that have passed in the flow and for which the rule applies is reported here. The button to the right of this field can be used to reset the cumulative sum.
Read more about what the various controls mean and how they are created in the chapter Control stages in the flow.