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Purchase Orders Category
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What is a purchase order?
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 approvers from a list and choose the outcome of the approval.
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
You can only send an invoice out for an Ad Hoc approval when it isn’t currently in a workflow or it has completed a workflow. This means you are looking for a Grey – “no workflow” icon or Green – “Approved” icon. Additionally, you cannot use Ad Hoc approvals for Multi-grouped invoices.
Click into an invoice to view it. Click the Actions menu. Click the Adhoc Approval link:
Now complete the fields by choosing the Approver.
Final Approval – 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. “Final Approval” means that if Tony approves it, and you set it as this, 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.
Updating an Invoice
If you have an invoice that is marked as Failed, you are able to manually update this to Approved- this is particularly useful if the Failed message is not relevant to the approval of the invoice. Note that only users with the Admin permission are able to do so.
