Approving invoices
Invoices that have been processed in Business NXT can be sent to managers for approval using Visma.net Approval, either automatically or manually.
A validation checks that the following applies to a recipient of the approval request:
- The recipient is an employee
- An email address has been entered for the recipient
- The recipient has the Voucher approver role for Visma.net Approval in Visma.net Admin.
This validation applies for sending on flow manually as well as automatically.
See also: Visma.net Approval
Sending on flow automatically
The settings below are needed for automatic approval of invoices in Visma.net Approval:
| Table | Field | Setting |
|---|---|---|
| Batch | Running the Send to Approval processing sends invoices directly to Visma.net Approval | |
| Company information | Workflow processing | The Receive Approval events setting enables all events from approval (approved/rejected/comments/current approver) to be sent back to Business NXT every time an approver approves or rejects invoices |
| Enabling the Send automatically to approval flow setting sends the invoice automatically to Visma.net Approval. Note: This setting can't be used in
combination with pre-registration flow. |
||
| Enabling Batch must balance before sending restricts sending to Visma.net Approval if the batch doesn't balance | ||
| Enabling Add approvers when amount limit is exceeded supplements the flow group with superiors all the way up to first approver within amount limit. Otherwise, the first superior with sufficient limit gets the approval request. | ||
| Exclude from approval flow | Checking this option disables the vouchers from being sent on the approval flow. For sending on flow automatically, make sure that this option is unchecked, and the approval flow will be calculated from the responsible for the organisational unit/supplier, combined with the employees in the Associate table relating to superiors and attestation limits. | |
| Number of approval steps | This setting is used approval using the 4Eye principle: 4 eyes (or more) approval. If set to 2, then 4 eyes are needed. |
If invalid recipients are added to the flow when sending on flow automatically has been enabled, the flow will be stopped. You will see the batch under the For Processing tab, of the Incoming Documents default layout, and you need to correct the recipients and resend it on the flow manually. There will be a warning about this in the Status history, to avoid error states or that blocked documents result in missing a payment due date.
Sending on flow manually
When selecting approvers manually, only recipients that are validated according to the criteria above will be displayed in the list.
When approvers are suggested by different rules, invalid recipients are marked in red, and the Send button is inactive until these recipients have been removed or their validation passes.
Associate role
To be able to validate recipients based on roles in Visma.net Approval, these roles need to be synchronised in Business NXT. You can see the roles in the Associate role table, but they can’t be edited.
Roles can be synchronised in the following ways:
- When a change related to the Voucher approver role is done in Visma.net Admin, Business NXT is updated instantly
- The nightly scheduled synchronisation updates all companies and roles
- A user with the System supervisor role has access to the Synchronise roles processing in the Associate role table, which is the same processing that runs during the nightly synchronisation.