In the invoice application, the invoices can be sent to several addressees at the same time, unlike paper-based invoice handling where the invoices go from person to person (serial).
Invoices sent to multiple addressees are displayed to all addressees at the same time. However, the opening and processing of the invoice cannot be done exactly simultaneously by the parallel administrators.
Addressing invoices to parallel addressees is done by checking several addressees in the list of addressees on the Forward form.
How can I see there are several addressees?
History section
In the History section of the WorkQueue window and Invoice Window, you can see the addressees in each step. Read more about the History section in the article History
Search result
If you search for invoices you can see the word "More" in the addressee column and when you hover over it you can see the users who have the invoice in their queue.
Batch management
If you, in the WorkQueue window, check a box for batch management on invoices that have multiple addressees then the button Not mine will be activated.
Read more about Batch management in the article Batch management
Rules for sending invoices forward
The following rules apply when forwarding invoices that exist with several concurrent addressees in the same stage:
Next stage
The invoice will not be sent to the next stage until all addressees have forwarded it.
Last to open/handle the invoice
Only for the last user to open and process the invoice the rule is that the invoice must be completed (fully reviewed, fully approved) before it can be forwarded.
Not mine
In the WorkQueue window, there is the button Not mine. This is used to easily remove invoices that you should not process without having to open them. Check the box to the left on the row and the button will activate. Click the button and the invoice will disappear from your personal queue but remains for processing by other addressees.
Forward option "No action"
The forward option "No action" is available on invoices sent to several concurrent addressees. NOTE! - not for the last person to process the invoice, or if you handled the invoice in an earlier step.
The purpose is that if a person has received the invoice incorrectly and does not know who the right administrator is, he can choose the send-option "No action" to "get rid" of the invoice that has other concurrent administrators.
Prioritized send-options
If one of several concurrent administrators chooses to send the invoice to Invoice Exceptions Review, it is automatically removed from all other administrators. The same rule applies if one of several concurrent administrators chooses to send the invoice in return to the administrators in the previous step in the workflow.