This guide discusses how a company can manage purchase invoice circulation lists for factual verifiers and approvers. Circulation lists can be created, selected manually, or they can operate through automation. They can also be defined both at the company and vendor level.
CONTENTS
Company circulation lists
Circulation lists allow you to define the desired factual verifiers and approver for purchase invoices. These can also be applied to invoices using purchase invoice automation. Circulation lists can be selected for an invoice manually if the user has the right "Purchase invoice approval circulation setter " selected in the sales and purchase ledgers permissions.
New circulation list
Creating a new circulation list starts with the "Create new circulation list" button. The circulation list must be given a descriptive name.
Select the desired factual verifiers, and the one with the star button is the main factual verifier of the invoice. They can choose to verify the invoice in its entirety or only their part.
If the option "Force review order as set" is checked, the review must be done in the order in which the people are selected in the list. Only one person can be selected as the approver.
Once the circulation is saved, it appears in the company's circulation list
Default circulation
If the default circulation option is selected, then this circulation is used by default. There can only be one default circulation selected at a time in the company, but it can be changed. If no circulation is set as default, the selected circulation list must be manually chosen for the invoice. When the default circulation is active, it appears like this
At the end of the circulation list row, there are options to delete the circulation row, edit it, remove it from the default circulation, see which vendors are using it, and which automation rules are using it.
If the company uses a purchase invoice automation rule for selecting circulation lists, it overrides the default circulation from circulation list management, and the circulation comes based on the rules and conditions of the automation rule.
Vendor circulation lists
A circulation list can also be defined at the vendor level. The circulation list can also be set as the vendor's default circulation list.
From the view, you can search for an existing vendor and show which circulation lists are linked to it, whether the list is in use, and which circulation list is the default if there are multiple lists.
In the example below, three lists are in use, and the one named Desired circulation list is the default circulation. Note! If the default circulation selection is not set, invoices do not automatically direct, and the circulation list must be selected manually.
Lists can also be added from the vendor card. (Purchases > Vendors)
In sales and purchase ledgers permissions, it is possible to define user rights, including factual verification rights for vendor invoices. Since a factual verifier can be given rights for all company vendor invoices or limit rights to certain vendors, their name appears accordingly on this tab. This can be found in vendor information
If a factual verifier needs to be quickly added as a factual verifier for this specific vendor, it can be done by clicking the Add new factual verification right link and selecting the factual verifier's name from the menu.
If you want to use a predefined circulation list for factual verification and approval of vendor invoices, it can be activated by selecting the Circulation list management link.
From the available lists, first select the option In use from the list row, and then from the action button on the right side of the row, select 'Set as vendor's default circulation list'.
Keywords: circulation lists, purchase invoice, factual verification, approval
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