This guide explains how to manage purchase invoice circulation lists for factual verifiers and approvers in a company. Circulation lists can be created, selected manually, or used via purchase invoice automation. Circulation lists can be defined both at company and vendor level.

You can open the view or perform the function by selecting Purchases > Vendors > Circulation list management or via the vendor card.

CONTENTS

Company circulation lists

Circulation lists allow you to define the desired factual verifiers and approver for purchase invoices. Circulation lists are run for invoices using purchase invoice automation or selected for the invoice manually.

A circulation list can be selected for an invoice manually only 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 is done step by step.

  1. Click the "Create new circulation list" button.
  2. Give the circulation list a descriptive name.
  3. Select the desired factual verifiers for the circulation list.
  4. Select the main factual verifier by clicking the button with a star next to the desired factual verifier.
    • The main factual verifier can verify the invoice in its entirety or only their own share.
  5. If necessary, tick the "Force review order as set" option.
    • In this case, the review is done in the same order in which the persons have been selected for the list.
  6. Select the approver for the circulation list.
    • Only one person can be selected as the approver.
  7. Save the circulation list.

Once the circulation is saved, the circulation list appears in the company circulation lists.

Default circulation 

With the default circulation, you define which circulation list is used by default for the company’s purchase invoices.

  1. Select the default circulation option on the desired circulation list row.
    • This circulation will then be used by default.
  2. Note that there can only be one default circulation selected at a time in the company.
    • You can change the default circulation by selecting another circulation list as the default.
  3. If no circulation list is set as default, you must select the circulation list for the invoice manually.

When the default circulation is active, it appears in the circulation lists view as follows:

At the end of the circulation list row, there are the following options:

  • Delete the circulation list.
  • Edit the circulation list.
  • Remove the circulation list as default circulation.
  • Show which vendors are using the circulation list.
  • Show which automation rules are using the circulation list.

If the company uses a purchase invoice automation rule for selecting circulation lists, the automation rule overrides the default circulation set in circulation list management. In this case, the circulation is determined based on the rules and conditions of the automation rule.

Vendor circulation lists

A circulation list can be defined at vendor level. A circulation list can also be set as the vendor’s default circulation list.

You can open vendor-specific circulation lists by selecting Purchases > Vendors and then selecting the desired vendor.

In the vendor circulation lists view:

  • Search for an existing vendor.
  • Show which circulation lists are linked to the vendor.
  • Check which circulation lists are in use.
  • Check which circulation list is the default if there are multiple lists.

In the example below, three lists are in use, and the list named "Desired circulation list" is the default circulation.

Note! If the default circulation selection is not set, invoices do not direct automatically, 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 rights can be limited only to certain vendors, the factual verifier’s name appears accordingly on this tab. This information can be found in the vendor details.

If you want to quickly add a factual verifier specifically for this vendor, do the following:

  1. Click the "Add new factual verification right" link.
  2. Select the factual verifier’s name from the menu that opens.

If you want to use a predefined circulation list for factual verification and approval of vendor invoices, you can activate it as follows:

  1. Select the "Circulation list management" link from the vendor card.

Setting the vendor’s default circulation list is done as follows:

  1. From the available circulation lists, select the "In use" option on the desired list row.
  2. From the action button on the right side of the row, select "Set as vendor's default circulation list".

Frequently asked questions

Q: How do I create a new circulation list for the company?
A: Click the "Create new circulation list" button, give the circulation list a descriptive name, select the factual verifiers and the main factual verifier, define a forced review order if needed, select one approver, and save the circulation list. After this, the circulation list appears in the company circulation lists.

Q: How do I set a circulation list as the company’s default circulation list?
A: Select the default circulation option on the desired circulation list. There can only be one default circulation at a time in the company, but you can change the default by selecting another circulation list as default. If there is no default circulation, the circulation list must be selected for the invoice manually.

Q: How does a purchase invoice automation rule affect the default circulation?
A: If the company uses a purchase invoice automation rule for selecting circulation lists, the automation rule overrides the default circulation set in circulation list management. In this case, the circulation is determined based on the rules and conditions of the automation rule.

Q: How do I define a circulation list per vendor?
A: Open the vendor by selecting Purchases > Vendors, review the vendor’s circulation lists, and link the desired circulation lists to the vendor. You can set one list as the vendor’s default circulation list by selecting "In use" for the list and then "Set as vendor's default circulation list" from the action button.

Q: What happens if no default circulation list is set for a vendor?
A: If no default circulation list is set for a vendor, invoices are not directed to a circulation list automatically, and the circulation list must be selected for the invoice manually.

Q: How do I quickly add a factual verifier for a specific vendor’s invoices?
A: Open the vendor details, click the "Add new factual verification right" link, and select the factual verifier’s name from the menu. A factual verifier can be given rights for all vendor invoices or rights can be limited only to certain vendors in sales and purchase ledgers permissions.

Keywords: circulation lists, purchase invoice, factual verification, approval

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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