This guide explains what permissions and settings need to be configured in Netvisor to receive email reminders about purchase invoices that need to be handled.

CONTENTS

It is possible to receive an email reminder from Netvisor if the user has unprocessed purchase invoices regarding factual verification, approval, or payment. Unprocessed purchase invoices have the aforementioned actions pending, and the user can perform these actions.

The user will receive one summary message that includes all purchase invoices awaiting processing in companies within the scope of their user rights. If several companies have the same message time (time of day and weekday), the invoices are combined into one message. Separate messages are still sent at their own scheduled times for companies with different schedules.

For security reasons, the message no longer contains links. No messages are sent for Bank transfer, and communication does not work in the training environment.

Permissions and settings for purchase invoice communication 

You can open the editing of another user's permissions by selecting Users and roles > select user > Function-specific rights.

You can edit another user's permissions with the user administrator (KH) rights. Editing another user's function-specific rights is possible from the Users and roles menu by clicking the user's name under "Function-specific rights".

To send messages to the user, in the user's function-specific rights under accounts payable there must be at least editing rights for basic functions of accounts payable and for views and lists of accounts payable, as shown in the image below.

  • Make sure you have user administrator (KH) rights if you edit another user's rights.
  • Select Users and roles.
  • Select the name of the user whose rights you want to edit.
  • Select Function-specific rights.
  • Under accounts payable, grant at least editing rights to:
    • basic functions of accounts payable
    • views and lists of accounts payable.

The user must also have defined Sales and Accounts payable rights at least as a factual verifier for purchase invoices and/or purchase invoice approver. These can be edited by the user themselves or by another user if they have user administrator (KH) rights.

  • Open the Sales and Accounts payable rights view (via the link or from the system menu).
  • Grant the user at least:
    • purchase invoice factual verifier right and/or
    • purchase invoice approver right.
  • Edit these rights yourself or on behalf of another user if you have user administrator (KH) rights.

You can open the editing of another user's communication scheduling and communicated matters by selecting Users and roles > select user > Edit user login settings > Communication tab.

Editing the communication scheduling and communicated matters for another user is possible from the Users and roles menu by clicking the user's name under “Edit user login settings” and going to the Communication tab.

You can open your own basic settings by selecting your name in the upper right corner of the screen > My basic settings > Communication.

Additionally, communication-related settings can be defined through the user's basic settings on the Communication tab. The menu can be found at the top right of the screen by hovering the mouse over your name > My basic settings > Communication. The user can edit their own basic settings.

In the user's own basic settings communication settings, the message channel must be set as email, and the email address must be verified by the user. The email address must be added personally by the user on the My basic data page.

  • Open My basic settings > Communication.
  • In the communication settings, select email as the message channel.
  • Open the My basic data page.
  • Add your own email address personally.
  • Check your email for the confirmation code.
  • Enter the confirmation code into the program so that the email address can be used.
  • If necessary, change the email address yourself on the My basic data page. The change cannot be made by another user.

The email address can only be used by one user.

In the Communicated matters section, you can define the matters for which notifications are sent to the user.

  • Purchase invoices to be factually verified – The message is sent to all persons who can factually verify this purchase invoice.
  • Targeted purchase invoices to be factually verified – The message is sent only to the person to whom the invoice is allocated for factual verification.
  • Purchase invoices to be approved – The message is sent to the person who can approve this purchase invoice.
  • Payment-ready purchase invoices – The message is sent to the person who has payment rights for purchase invoices and the company has payment-ready purchase invoices.
  • Automatically payable purchase invoices – When the automation rule processes the invoice and pays it, the invoice remains in the bank transaction queue for 72 hours. During this time, the invoice can be removed from payment if any corrections are noticed. Removal is possible from the invoice view (blue info text). Invoices processed by the rule are also included in purchase invoice communication, and notifications about these invoices processed by payment automation are sent by email to users with company payment rights, if the communication settings (my basic data) have activated the option “Automatically payable purchase invoices”.

If the user has factual verifier and approval rights without allocating restrictions, the user sees all invoices from accounts payable and receives messages about them, even if only the user-targeted selection has been set for communication.

In the Timing settings for communication in accounts payable section, you can define how often an email is sent from the system with the aforementioned information. Notifications can be scheduled based on days and time. Additionally, it can be set whether the communication scheduling is used only in the specific company or in all possible companies of the user.

  • Open the Communication tab (for example, My basic settings > Communication or from the user login settings).
  • In the Communicated matters section, define which matters you want notifications about.
  • Open the Timing settings for communication in accounts payable section.
  • Select how often the email is sent (based on days and time).
  • Select whether the scheduling applies:
    • only to this company or
    • to all companies where the user has rights.

Save settings affects only the communication scheduling choices.

  • Select Save settings after you have defined the communication scheduling.
  • Select one of the following:
    • Save as default setting – This is the default choice for the user's settings if no company-specific exceptions have been made to the communication settings.
    • Only for this company – With this choice, changes to communication scheduling affect only this selected company.
    • For all companies – With this choice, communication scheduling is applied to all companies where the user has rights. If a user with KH rights makes this for another user, changes are also applied to companies where the KH user does not have rights themselves.



Principle of purchase invoice communication

Netvisor's background service goes through invoices and compiles a sending list for each person. Users can define the communication timing and communicated matters from the "My basic data" view. At the defined time, the matters on the sending list are sent by email to the user, who can see in the email which actions require their intervention.

  • Open the My basic data view.
  • Define the communication timing (scheduling) and communicated matters.
  • Wait for the defined time when the background service sends an email about the matters on the sending list.
  • Check from the email which matters require actions.

The message sent to the user looks like the following model:



Below is an example of an invoice:


Frequently asked questions

How do I enable email reminders for unprocessed purchase invoices?

Grant the user the necessary accounts payable permissions, define in Sales and Accounts payable rights the purchase invoice factual verifier and/or approver rights, add and verify your own email address on the My basic data page, select email as the message channel in the communication settings, define the Communicated matters and schedule the Timing settings for communication in accounts payable.

Why am I not receiving email messages about purchase invoices?

Email messages are not sent if the user does not have sufficient accounts payable permissions, if the factual verifier or approver rights are missing from Sales and Accounts payable rights, if email is not selected as the channel in the communication settings, if the email address has not been added and verified on the My basic data page, or if the Timing settings for communication in accounts payable has not been defined.

About which matters can I receive email reminders regarding purchase invoices?

In the Communicated matters section, you can select purchase invoices to be factually verified, targeted purchase invoices to be factually verified, purchase invoices to be approved, payment-ready purchase invoices and automatically payable purchase invoices.

How do I schedule accounts payable communication for several companies?

In the Timing settings for communication in accounts payable section, define the desired scheduling and in Save settings select either For all companies or Only for this company, depending on whether you want the scheduling to apply to all companies or only one company.

Why are there no links to purchase invoices in the email message?

The email message does not contain links for security reasons. The user can see from the message which matters require actions and processes the purchase invoices in the Netvisor accounts payable view.

Keywords: communication, communication about purchase invoices, communication settings, default communication channel, communicated matters, purchase invoices to be factually verified, purchase invoices to be approved, communication scheduling




 

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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