Invoice and bill approval¶

The eYssen Account Approval (account_approval) module requires an approval before customer invoices, vendor bills, and their credit notes can be confirmed. The approvers are defined by approval rules, based on the document’s amount.

Approval rules¶

To create an approval rule, go to Accounting ‣ Configuration ‣ Approval ‣ Rules and click New. Fill in the following fields:

Rule Name and Description.
Enabled: only enabled rules are applied.
Company: the company the rule applies to.
Direction: the documents the rule applies to: Inbound (vendor bills and refunds), Outbound (customer invoices and credit notes), or Both.
Currency and Min Amount: the rule applies to documents whose amount reaches the minimum amount (converted into the document’s currency).
Based On: whether the Untaxed Amount or the Taxed Amount of the document is compared with the amounts of the rule.

In the Lines tab, add one line per approval level:

User and/or Group: the users who can approve the document (the users of the selected groups are also approvers).
Max Amount: the maximum document amount the line’s approvers can approve. 0 means unlimited.
Enabled: only enabled lines are taken into account.

Important

Each line must have at least one user or group.
At least one enabled line must have a Max Amount of 0 (unlimited).

screenshot: accounting-invoice-approval-rule

menu: Accounting ‣ Configuration ‣ Approval ‣ Rules ‣ New
shows: Approval rule form: Rule Name "Vendor bills over 500,000 HUF", Enabled, Company, Direction "Inbound", Currency HUF, Min Amount 500,000, Based On "Untaxed Amount"; "Lines" tab with two lines: a user with Max Amount 2,000,000 and the "Accounting / Advisor" group with Max Amount 0.
highlight: The "Lines" tab (red frame).
data: Demo company "YourCompany HU"; demo users "Marc Demo" and "Mitchell Admin".
module: account_approval
notes: English UI, light theme, 1440px width.

Requesting an approval¶

When a user who is not an approver of the document clicks Confirm on a draft invoice or bill, the Request for Approval window opens instead of confirming the document. Select the Approving User among the possible approvers, then click Send Request. A To-Do activity is scheduled for the approver.

Note

Users who are approvers of the document can confirm it directly.
Only one approval request can be pending on a document at a time.
Documents that require an approval must be confirmed one by one, not from the list view.

screenshot: accounting-invoice-approval-request

menu: Accounting ‣ Vendors ‣ Bills ‣ (open a draft bill) ‣ Confirm
shows: "Request for Approval" dialog with the "Approving User" field and the "Send Request" and "Cancel" buttons.
highlight: The "Approving User" field (red frame).
data: Draft vendor bill of 800,000 HUF created by a user who is not an approver.
module: account_approval
notes: English UI, light theme, crop to the dialog.

Approving or rejecting¶

The status of the last request is displayed above the draft document, with buttons to answer it:

(approve): the request is approved, and a To-Do activity asks the requesting user to confirm the document. The document can then be confirmed.
(reject): enter the Reason for Rejection and click Send Reject. The requesting user is notified with an activity.
(withdraw): the requesting user can withdraw the request; enter the Reason for Withdrawal and click Send Withdraw.

Only the approvers of the document can approve or reject a request. The history of the requests (Requesting User, Approving User, User of Answer, Date of Answer, Message of Answer, and status) is available in the Approvals tab of the document.

Important

If an approved document is modified (e.g., its partner, lines, delivery date, journal, or currency), the approval is automatically withdrawn, and a new approval must be requested.

screenshot: accounting-invoice-approval-banner

menu: Accounting ‣ Vendors ‣ Bills ‣ (open a draft bill with a pending request)
shows: Draft vendor bill with the approval status banner above the form ("… requested approval of the invoice from …") and the approve, reject and withdraw icon buttons; the "Approvals" tab is open with the request history.
highlight: The status banner and its buttons (red frame).
data: Draft vendor bill of 800,000 HUF with a pending request.
module: account_approval
notes: English UI, light theme, 1440px width.