You can open the view by selecting Purchases > Purchase invoices > Substitution management. This help explains how to manage the purchase invoice substitution management in Netvisor, allowing users to set substitutes for the circulation of purchase invoices during absences. Substitutes can factual verify or approve purchase invoices on behalf of the original handler without changes to the company's circulation lists or purchase invoice automation rules.

The purchase invoice substitution management allows users to set substitutes for the circulation of invoices in accounts payable. The feature enables users to define substitutes who factual verify and/or approve purchase invoices while the original handler is absent. The purchase invoice substitution does not affect the original factual verification or approval circulation of the invoice. When a user is a substitute, they can factual verify or approve a purchase invoice as if they were in the absentee's place in the invoice circulation. The substitution management is always valid according to the current time and invoice dates do not affect this. 

Absences do not change the individuals set in the circulation of purchase invoices, the company's circulation lists, or purchase invoice automation rules. The original handlers set in the circulation of purchase invoices do not change based on absences. Purchase invoice automation sets a person in circulation despite their absence. The individuals in the company's circulation lists do not change.

If you define yourself as absent, you can still receive messages about invoices through email communication. In this case, a message about the same invoice is sent to both the absentee and their substitute. If you do not want messages about purchase invoices during your absence, you should disable communication for this period. 

Contents

Service activation

You can open the view by selecting Purchases > Purchase invoices > Substitution management. In the view, the service is activated, and the substitution management allows the substitute to factual verify or approve an invoice even if they are not themselves involved in the purchase invoice circulation. The company must activate the substitution management once.

  1. Click the Not in use button.
  2. Make sure the button turns green and reads In use.

The service can be activated by:

  • Company's administrator (must also have editing rights to basic functions of accounts payable)
  • Accounting office's administrator (must also have editing rights to basic functions of accounts payable)
  • Person with User administrator rights (must also have editing rights to basic functions)
  • User with All rights profile on the Accounting side
  • User with Company user profile on the Accounting side

The view also includes an event log. The event log shows the activation and removal of the service, as well as absences and substitutes added by users during a person's absence. 

Adding user absence

You can open your own absence and substitution settings by selecting Own name > Own basic settings > Absences and substitutions tab.

From your own basic information, you can define your own absence period. The start date is mandatory information. Substitutions automatically end after the absence end date. If the absence end date is left blank, the absence and substitutions are valid indefinitely.

  1. Select Own name > Own basic settings > Absences and substitutions tab.
  2. Enter the start date of the absence (mandatory).
  3. Enter the end date of the absence or leave it blank if the absence is valid indefinitely.
  4. Save your changes.

The KH role can set absences for other users. The KH user can manage user absence from: Company menu > Users and roles (> click user's name) > Edit user's personal information > Absences and substitutions tab.

  1. Select Company menu > Users and roles.
  2. Select the name of the user for whom you want to set an absence.
  3. Select Edit user's personal information.
  4. Select the Absences and substitutions tab.
  5. Define the user's absence and save.

If the user does not have factual verification or approval rights in accounts payable, the Absences and substitutions tab will not be visible, even if the substitution management is enabled in the company. 

Substitutions

Substitutes can be defined for the factual verification and approval of purchase invoices. You can provide up to five substitutes for both factual verifier and approver. These are used in the order they appear in the substitutions view. Only one substitute can substitute for the absentee at a time. If the first substitute is also absent, the next defined substitute is chosen. 

  1. Open the Absences and substitutions tab from your own basic information or, as a KH user, from another user's information.
  2. Add up to five substitutes as factual verifiers.
  3. Add up to five substitutes as approvers.
  4. Arrange the substitutes in the desired order in which they are used in substitutions.
  5. Save the substitution settings.

When a person is given a substitute, the substitute takes the absentee's place in the circulation of purchase invoices. The substitute receives messages about purchase invoices where they are a substitute.

You can only choose individuals as substitutes who have the rights to factual verify or approve invoices. These rights are defined in Sales and Accounts Payable rights.

Company to be handled

Settings can also be defined to apply to other possible companies. Substitutions are given per company in the view. 

 

A user who is set as a substitute can then factual verify/approve those invoices for whom they are substituting. Even if the substitute has an approval limit of, for example, €1000 and the person going on vacation has no factual verification or approval limits, the substitute can factual verify those invoices where they are set as a substitute, even if these invoices exceed €1000 in amount. 

If the first substitute goes on holiday or is absent, they must set themselves as absent so that invoices move to the next substitute. Absences can also be set by a user with the KH role. If there is a need to set different substitutes for different holiday weeks, this should be done by the KH role user at the change of holiday weeks.

Visibility of substitutions in accounts payable

Purchase invoice list and open purchase invoices views

It is possible to display the original factual verifier and original approver fields in the Purchase invoice list and Open purchase invoices views. These fields can be selected from the Show columns button. If the original handler of the invoice has a substitute, the original handler is shown in these columns.

  1. Open the Purchase invoice list or Open purchase invoices view.
  2. Click the Show columns button.
  3. Select the columns Original factual verifier and Original approver.
  4. Save the column selections if you want to keep them in the future.

 

If you want to search by the invoice factual verifier or approver, the invoice will appear by searching with the substitute's information. 

  1. Open the search functions in the Purchase invoice list or Open purchase invoices view.
  2. Enter the substitute's information as the search criterion for factual verifier or approver.
  3. Run the search and review the results.

Invoice processing history

The invoice processing history will show in the future if the invoice has been processed by a substitute.

Question: 

Person B substitutes for person A. Does person A see the purchase invoices reviewed by person B upon returning from vacation if they (person A) have a checkmark "only invoices targeted to the user" in the accounts payable rights in the purchase invoice factual verifier section? 

Answer:

Yes. Because person A is in the purchase invoice circulation and it does not change even if they are absent and someone reviews the invoice on their behalf. They will see their own invoices upon returning. 

Service deactivation

You can open the view by selecting Purchases > Purchase invoices > Substitution management.

When the substitution management is deactivated, the invoices of absent users no longer direct to their substitutes. However, users' substitution settings are retained if the substitution management is later desired to be used. The feature does not need to be deactivated. If individuals do not have absences, the substitution management does not affect the company's invoice handlers.

  1. Open Purchases > Purchase invoices > Substitution management.
  2. Click the In use button to deactivate the service.
  3. Make sure the button is no longer green and that the substitution management is not in use.

Frequently asked questions

Question: How do I activate the purchase invoice substitution management in Netvisor?

You can activate the substitution management by selecting Purchases > Purchase invoices > Substitution management and clicking the Not in use button, after which the button turns green and reads In use. You must have the sufficient user rights described in this help to activate the service.

Question: Does the purchase invoice circulation change when I set an absence and a substitute?

The original factual verification and approval circulation of the purchase invoice does not change based on absences. Purchase invoice automation and the company's circulation lists still set the original handlers in circulation, and the substitute processes invoices on behalf of the absentee without changing the individuals set in the circulation.

Question: Do I receive email messages about purchase invoices during my absence?

If you define yourself as absent, you can still receive messages about invoices through email communication. A message about the same invoice is sent to both the absentee and the substitute. If you do not want messages during your absence, you should disable communication for this period.

Question: How many substitutes can I define and how are they used?

You can define up to five substitutes for both factual verifier and approver. Substitutes are used in the order in which they appear in the substitutions. Only one substitute can substitute for the absentee at a time, and if the first substitute is absent, the next defined substitute acts as the substitute.

Question: What happens if the substitute has a lower approval limit than the absent person?

The substitute can factual verify those invoices where they are set as a substitute, even if the invoice amounts exceed the substitute's own approval limit. For example, if the substitute's approval limit is €1000 and the absent person has no limits, the substitute can still factual verify invoices over €1000 where they act as a substitute.

Question: Does the absentee see the invoices processed by the substitute upon returning?

Yes. Because the absentee remains in the purchase invoice circulation and the circulation does not change during the absence, they will see their own invoices upon returning, even if the substitute has factual verified the invoices on their behalf. This also applies when "only invoices targeted to the user" is selected in the accounts payable rights.

Question: How do I deactivate the substitution management and are the settings retained?

You can deactivate the substitution management by selecting Purchases > Purchase invoices > Substitution management and clicking the In use button. After this, the invoices of absent users are no longer directed to substitutes, but users' substitution settings are retained for possible later use.

Question: Why do I not see the Absences and substitutions tab?

The Absences and substitutions tab is not visible if the user does not have factual verification or approval rights in accounts payable, even if the substitution management is enabled in the company.

 Keywords: substitution, absence

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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