REQUESTOR GUIDE. November Cloud Approval Workflows for Finance and Accounting

Transcription

1 REQUESTOR GUIDE November 2017

2 Agenda Basic Setup Accept the invitation Change user name, password, contact details and notification settings Reset password Work itself Create a new Purchase Order request Create a new Contact/Supplier Making changes to the Purchase Order request Check Purchase Order request status Requestor notifications Mark Purchase Order as Billed

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 Work in Progress

8 Create a New Purchase Order Request ApprovalMax enables the creation of Purchase orders as well as other request types and their submission for review and approval. To create a Purchase Order, click on "+" button Specify all required fields (such as Contract, Item, Qty ) Click on "Submit for approval" button To resubmit a PO, click on "Edit", change it and then click on "Resubmit for approval" To cancel a PO, click on "three dots" menu and choose "Cancel"

9 Create a New Contact/Supplier ApprovalMax allows the creation of new Contacts and their approval within designated workflows. Contacts created and approved in ApprovalMax will be synched with Xero and will receive status of "Supplier" after the first Bill arrives and is correlated with this Contact Please note: the Requestor Matrix allows setting varying access rights to Requestors based on such criteria as amount, tracking category, Supplier, etc

10 Making Changes to the Purchase Order Request The Purchase Order request can be changed by the Requestor or the Administrator at any workflow step until its final approval. In case changes are needed to be made to the Purchase Order after the final approval, the approval workflow will be restarted.

11 Check Purchase Order request status To check Purchase Order status, the Requestor needs to open the "My Open Requests" folder. There the Requestor can see all their requests including drafts. The "All requests" folder provides view of all requests, including approved ones.

12 Requester Notifications There are three types of Requestor notifications: Request approval Request rejection Comment left for the Requestor

13 Mark Purchase Order as Billed The Requestor provides Bill closure. Bill closure can be done either upon delivery or payment. As soon as the Purchase Order is marked as Billed, no more Bills can be matched to it. Once the Purchase Order is approved and matched with the corresponding Bill(s), it can be Marked as Billed. Marking Purchase Order as Billed can be done by either the Requestor or the Administrator.

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