This guide 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. You can access the view: Purchases > Purchase invoices > Substitution management
Contents
- Service activation
- Adding user absence
- Visibility of substitutions in accounts payable
- Service deactivation
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. In other words, 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.
Service activation
The service is activated from Purchases > Purchase invoices > Substitution management. Click the Not in use button, which then turns green and reads In use. The company must activate the substitution management once. 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 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 that shows, among other things, the activation, removal, and absences and substitutes added by users during a person's absence.
Adding user absence
Own name and 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. 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. 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. For example, if the first substitute is also absent, the next defined substitute is chosen.
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 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.
If you want to search by the invoice factual verifier or approver, the invoice will appear by searching with the substitute's information.
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
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.
Keywords: substitution, absence
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