APPROVER GUIDE. November Cloud Approval Workflows for Finance and Accounting

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1 APPROVER GUIDE November 2017

2 Agenda Basic Setup Accept the invitation Change user name, contact details and notifications Reset password Set a Delegate Work in Progress Approver Request Lists Approval Request View Approve or Reject from an Work on the Go Collaborate with the Requestor and other Approvers Match Bills with Purchase Orders Bill Review and Coding

3 Basic Setup

4 Accept the Invitation All invited users need to accept their invitation and enter their personal data (first name, last name and the password)

5 Change User Name, Contact Details and Notification Settings The User can anytime change their name, password and time zone, upload an avatar or add contact details such as Skype or phone number. To do so, the User needs to click on the Avatar icon at the top right corner of the main page, which opens the User Profile page in the edit mode. The same page allows setting notifications: instant notifications regarding new requests or comments and a daily request summary listing all requests pending the User's approval.

6 Reset Password ApprovalMax allows to easily reset the password in case the User forgot theirs. To do so, click the "Forgot your password?" button on the Log in page and enter your address. An will be sent out instantly with a password reset button, the User will be redirected to the User Profile page that allows creation of a new password.

7 Set a Delegate In case the Approver will be out of office and needs someone to be substituting them during their time off, the Approver can set a Delegate. To do so, click on the Delegates menu under your Avatar. As soon as the delegate is set, all Requests pending approval as well as the new ones will be rerouted to the Delegate. When the Approver is back in office and the Delegate option is switched off, all requests pending approval will be redirected back to the Approver.

8 Work in Progress

9 Approver Request Lists There are two main Approver Request Lists: In the Decision required List, Approvers can see all requests pending their approval across all Organisations as per the Approval Matrix. In the All requests List, Approvers can see all requests assigned to them based on the Approval Matrix as well as requests already approved (history) Similar lists exist within each Organisation.

10 Approval Request View Approval requests contain all the data required to make the approval decision, including: Line item details Document attachments A progress bar with information about the previous and the following steps Status of the approval Related discussions etc. Approvers in ApprovalMax will see only those approval requests that are assigned to them.

11 Approve / Reject from Approvers can make the approval decision right from the notification - both from desktop and a mobile browser. To approve the request, the Approver needs to simply reply Approved" to the . Comments can be left in the body of the that later will be saved as part of the history log.

12 Work on the Go There are various options for approving requests without delay while on the go. With the iphone or the Android app installed, as an Approver you will receive push notifications when a new approval request arrives. On a tablet, it's best to use a mobile web browser. The ApprovalMax GUI does support touch devices yet.

13 Collaborate with the Requestor and Other Approvers Comments can be left for Requestors, Administrators and Auditors. Requestors will be instantly notified and they can either reply by or leaving another comment. All actions and discussions are logged and saved as part of the audit trail report.

14 Match Bills with Purchase Orders Approvers can manually match incoming Bills with the original Purchase Orders before making the approval decision. This allows for a much tighter control and higher accuracy of the approval process. Multiple invoices can be matched to multiple Purchase Orders. Budget check: the amount of the document pending approval is automatically correlated with the assigned budget. A warning will be given in case the amount exceeds the budget.

15 Bill Review and Coding Once the OCR has processed the Bill and before it is approved by a business manager edits are occasionally required for the electronic version of the Bill. These edits typically include splitting line items, changing accounts, or adding tracking categories. Bill Review and Coding allows making changes to the Bill at the first step of the approval process. This requires the Approvers to have Approve and Review rights assigned by the Administrator.

16 ENJOY APPROVALMAX If you have questions, please contact us at: