The approvals above are rules based. A new invoice lands in Zahara, it is evaluated for an approval process (based on its Division and any approvals set) and the choice of approval or approver is pre-set as the rules and logic kick in. This is the road to automation. You need to think of the rules you need now and possibly in the future if you are to work towards hands-free processing.
There comes a time though when you need to take over. The rules have worked but you need someone to take a look at an invoice as well. Make sure Ad Hoc invoice approvals are enabled in your business settings. (Business > Settings > Workflows) – You can then select an approver from a list and choose the outcome of the approval.
You will then see the extra settings. Multiple select your finance users from the list that can use this feature and send invoices out for approval. Set the “Reply To” address – perhaps this will be the email address for the finance team or a particular user in finance. Set the from address, as per your SMTP settings – so if you use Zahara’s SMTP make sure this is an @myzahara.net email address.
Then set the subject for your Ad Hoc invoice approvals – Save your settings
Using Ad Hoc Approvals
Using Ad Hoc approvals is very easy. From your invoice, click the people icon as shown below. Choose an approver and determine the outcome if it’s approved.
Treat as Complete – If you send an invoice to Tony for approval and he approves it- is that the end of it or are you wanting to send it on to other people afterwards? Perhaps there are multiple lines to approve. “Treat as complete” means that if Tony approves it, and you set it as “Treat as complete” then you will see the Green approve icon. If however, you don’t tick this, you will see a flashing orange icon. The flashing icon means its been actioned so you now need to look at it.
Sending for approval
Firstly, click into your invoice by clicking the invoice number. You will now see this new icon …
Click the people icon …
- Select your approver – just the approver you want.
- Select the approval type – standard, Must Edit or Can Edit
- Select the outcome – Email Me – will email you the outcome, Treat as complete – see above
- Click Send
Now the approver will receive the approval email, the history will be updated and the icon will stay orange until actioned.
Finalising the approval
If you didn’t click “Treat as Complete” you can manually change the invoice status to Green when you are happy that the invoice has been approved.
Use the … menu to Change the status in the list to Green (Approved) or Red (Rejected)