This guide covers the inspection of purchase invoices, approval workflow, creation and management of circulation lists, and user permissions. The content provides instructions on how purchase invoices are inspected, approved, and how circulation lists are created, managed, and edited.

CONTENTS

Permissions for managing circulation lists

Access to the view is granted if the user has at least editing rights to basic functions and views and lists in the accounts payable specific rights, and has the rights to set the approval workflow for purchase invoices in sales and accounts payable rights. 

Inspection

The inspector's task is to check the content of the purchase invoice and compare it to the scanned image or e-invoice that may be attached to the invoice. Necessary corrections should be made to the invoice at this stage. 

Chief inspector

If more than one inspector is selected for the invoice, one of them must be chosen as the chief inspector. If there is only one inspector, they are automatically the chief inspector. The chief inspector can inspect the invoice on behalf of other inspectors defined in the circulation, for example, in a situation where one of the users defined in the circulation is unable to perform the inspection. If the invoice is not allocated and the inspector has allocation rights for the purchase invoice, they are automatically suggested to allocate the invoice. If the allocation is changed after the inspection, the changes are updated to the invoice voucher upon approval.

Who can inspect the invoice?

  • The invoice can be inspected by a user who is set as an inspector in the purchase invoice circulation.
  • The invoice may be inspected by a user who has been granted inspection rights for purchase invoices in sales and accounts payable rights. 

Approval workflow and payment of purchase invoices

The approval workflow of a purchase invoice refers to the invoice passing through certain inspectors to a specific approver and then to payment. 

Creating a circulation list

(Purchases > Purchase invoices > Purchase invoice circulation lists) Creating circulation lists begins by pressing the appropriate button.  A name is given to the circulation list, and one or more inspectors and invoice approvers are defined for it. If there are more than one inspector, it is possible to enforce the inspection order according to the set order. If the option "Enforce inspection order according to the set order" is checked, the purchase invoice can first be inspected by the person at the top of the list and only then by the next person on the list. The chief inspector of the purchase invoice (star mark in front of the name) is at the bottom of the list and in the enforced inspection order, the chief inspector can inspect the invoice only last.

  

Circulation list management view

Management of circulation lists is done through the circulation list management view. From the view, you can choose to display all circulation lists of the company or alternatively circulation lists according to a specific supplier.  

The page shows the Default circulation (1) set for the company or supplier and the option to edit the setting, the name of the circulation (2), the approver set for the circulation (3), the inspectors set for the circulation (4) and their order if one is set, and information on when changes were last made to the circulation and by whom (4). Additionally, from the row-specific action button, you can perform actions on the circulation list and see the suppliers linked to the circulation list.


  

Supplier circulation lists

A supplier can have its own circulation list, in which case the invoices of that supplier are processed using this circulation list. The circulation list must be in use and defined as the default circulation for the supplier's circulation list.   

Permissions for inspecting and approving purchase invoices

Inspection or approval of purchase invoices requires the following rights from the user. From the function-specific settings:

  • Basic functions of accounts payable (editing)
  • Views and lists of accounts payable (editing)

Additionally, from sales and accounts payable rights, the right to inspect and/or approve purchase invoices must be defined, as well as user-specific restrictions if necessary. To set the approval workflow for purchase invoices and access the Purchase invoice circulation lists view, the option "Purchase invoice approval workflow setter" must be selected from accounts payable rights.

Editing a circulation list on a purchase invoice 

The circulation list can be edited on a purchase invoice if:

  • The user has the right "purchase invoice approval workflow setter".
  • The user is not logged into Netvisor via a quick link.
  • The invoice is in the status of unprocessed or inspected. If the invoice is rejected during inspection, the circulation list can only be edited for the approver; the invoice must be returned to unprocessed so that the circulation list can also be edited for the inspector.
  • Additionally, if a chief inspector or approver is set for the invoice, the option is to edit the circulation; otherwise, the option is to set the circulation.

Deleting a circulation list on a purchase invoice

If the circulation is removed from the purchase invoice, previous inspections of the purchase invoice are also invalidated. Especially if there are multiple inspectors on the purchase invoice and the circulation is removed during the inspection circulation, meaning the purchase invoice is already partially inspected, previous inspections are invalidated upon removal of the circulation. The purchase invoice must be re-inspected for the invalidated inspectors.

Keywords: inspection, chief inspector, approval workflow, circulation list, purchase invoice


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.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.