In the sub-menu “Purchase” of the settings menu you can manage and create templates for recording and approving purchase invoices. These templates can also be created when making operations with purchase invoices but these can be set up here independently of the received purchase invoices.

Recording templates

When receiving periodic or repeated invoices, using recording templates helps to simplify work. Recording templates can be created from an invoice, for example if the supplier’s invoice is recorded for the first time, but recording templates can also be created under settings (“Settings” on the menu bar and then “Purchase”).

Approval templates can be created as general or supplier-based. General templates can be used for invoices received from various suppliers in respect of a certain field or expenses, for example marketing expenses or vehicle fleet maintenance expenses can always be approved by the same persons regardless of the supplier.

Only those persons can be selected for the approval round that have been given the role of approver and that are also displayed in the potential selection. If the necessary name is not found in that selection, the roles of this user must be reviewed under settings.

By clicking the invoice-based template creation button “Amend”, the following view appears:

An invoice row based template is used if the rows on the invoice received from the supplier are desired to be recorded as a separate expense in accounting as well. When using the invoice row based recording template it must be monitored very carefully that the invoice received from the supplier is still in accordance with the created template and the template must be updated if necessary. It is also recommended to make an invoice row based template supplier-based. It is also possible to divide the row in turn between dimensions as well as accounts when using the invoice row template as well.

By clicking the invoice row based template creation button “Amend”, the following view appears:

A description or name or product/service code must be added to the row pursuant to which the invoice row is linked to the recording.

NB! Good to know: it is recommended to use recording templates before sending for an approval round for these to be applied correctly.

Approval round templates

Previously prepared approval templates can be used or amended with each invoice. You can also manage templates under the settings menu point “Purchase”. Using approval templates allows to speed up invoices reaching the approval round and in case of periodically repeated invoices or repeated suppliers it is possible to automate sending invoices for an approval round by using approval templates.

Adding approval round templates view:

Approval templates can be created as general or supplier-based. General templates can be used for invoices received from various suppliers in respect of a certain field or expenses, for example marketing expenses or vehicle fleet maintenance expenses can always be approved by the same persons regardless of the supplier.

Only those persons can be selected for the approval round that have been given the role of approver and that are also displayed in the potential selection. If the necessary name is not found in that selection, the roles of this user must be reviewed under settings.

Creating a parallel approval round

When creating a new approval round the approval order numbers will appear in a box in front of the names of the participants of the approval round. These numbers can be written over and the same number in front of a person’s name means that these people can approve simultaneously.

Did this answer your question?