> Pre-approval of invoices for payment

Approval of invoice and payment in one go

This document describes what and how to set up the involved products in Visma Business produktlinjen with the connected services, Visma.net Approval and Visma.net AutoPay, with target to have a solid but more efficient way for approving invoices that leads to a payment in "one go".

Contents

Requirements

In order to get started with the approval of invoices and payments in one go, you need to have the following in place.

Visma Business:
  • Ver. 14.00 or newer
Visma Document Center:
  • Ver. 14.00 or newer
  • Parameter Send workflows to Visma.net Approval must be set in System setting

Visma.net Approval and Visma.net AutoPay:

As a minimum, the user must be granted to a certain company with a minimum of roles as the ones named below, to be able to run process Approve and pay:
  • Invoice Approver
  • AutoPay Approver
Merk: The user that enables the pre-approval of invoices must hold the Administrator Role for the Visma.net AutoPay service.

Two Factor Authentication (2FA):

2FA must be set on three levels:
  • Company
  • User
  • AutoPay agreement

Enable the function in Visma.net AutoPay

Once the prerequisites are met for roles and 2FA, the administrator of Visma.net AutoPay enables the functionality by selecting the checkbox Allow pre-approval in the Administration window, under the Companies tab.

Process "Approve invoice and payment in one go"

  1. A new invoice is sent from Visma Document Center to Visma.net Approval. Note that the standard invoice approval functionality works in the usual way. The user opens the task with the invoice for access to approve and pay.
  2. Invoices that are eligible to be approved and paid in one go has an additional button option - Approve and pay. The button only appear if the users roles are "Invoice approver" and "AutoPay approver" for the actual company.
  3. Once the user presses Approve and pay, the invoice gets removed from the tasks to be approved. The invoice is now located in a bundle in the top of the task list view.
  4. The invoice added to the bundle is now ready to be approved and paid in one go. To pay the invoice, the user presses the Pay button and gets redirected to a 2FA window. To cancel the operation, the user simply presses Cancel approval and the bundle will dissolve and the invoice will again be present in the task list.
  5. Signing/prepayment of the invoice have to be executed through 2FA.
  6. Once the invoice has been "prepaid", the user returns to the approval task list. A message confirming the payment is displayed to the user.
  7. It is possible to pay multiple invoices at once and also one or many invoices for several companies.
  8. The system administrator can easily find invoices that has been "approved and paid" under process overview. In the document data section of the task, a new element is added, Payment Approved which displays "Yes" if the invoices were approved and paid and "No" if the invoice has only been approved but not paid through the 2FA window.
  9. A warning from Visma.net AutoPay is displayed if the same invoice exist from before and added to payments in Visma.net AutoPay.
  10. A pre-approved payment transaction carry the unique token from Visma Document Center to Visma Business, and finally to Visma.net AutoPay when payment line is exported.
  11. Predefine a separate "tab" for pre-approved payments, only for the transactions carrying a value in the Godkjenningstegn field. They should NOT be exported together with the other payments that are not pre-approved!
  12. When uploading the payment suggestion to Visma.net AutoPay the token is checked and the payment is accepted and given status = “Sent to bank”. No more approving have to be done since it is "pre-approved"! The Show events button on payment present the pre-approval information.


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