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

CONTENTS

Permissions for managing circulation lists

You can open circulation list management when the following rights are enabled:

  • Make sure you have at least editing rights to basic functions of accounts payable in function-specific rights.
  • Make sure you have editing rights to accounts payable views and lists in function-specific rights.
  • Make sure you have purchase invoice approval workflow setter rights in sales and accounts payable rights.

The view shows circulation list management when the above rights are set.

Factual verification

The factual verifier'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 are made to the invoice during factual verification.

Chief factual verifier

If more than one factual verifier is selected for the invoice, select one of them as the chief factual verifier. If there is only one factual verifier, they are automatically the chief factual verifier.

The chief factual verifier can perform factual verification of the invoice on behalf of other factual verifiers defined in the circulation, for example, in a situation where one of the users defined in the circulation is unable to perform the factual verification.

If the invoice is not posted and the factual verifier has posting rights for the purchase invoice, the system automatically suggests posting the invoice to them. If the posting is changed after factual verification, the changes are updated to the invoice voucher upon approval.

Who can verify the invoice?

  • The invoice can be factually verified by a user who is set as a factual verifier in the purchase invoice circulation.
  • The invoice may be factually verified by a user who has been granted factual verification rights for purchase invoices in sales and accounts payable rights.

Approval workflow and payment of purchase invoices

In Purchases > Purchase invoices > Purchase invoice circulation lists, the approval workflow of a purchase invoice refers to the invoice passing through certain factual verifiers to a specific approver and then to payment.

Creating a circulation list

(Purchases > Purchase invoices > Purchase invoice circulation lists)

  1. In the circulation list view, press the appropriate button to create a new circulation list.
  2. Give the circulation list a name.
  3. Define one or more factual verifiers for the circulation list.
  4. Define an approver for the invoices in the circulation list.
  5. If you set more than one factual verifier, select the option "Enforce verification order according to the set order" if you want to enforce the factual verification order as defined.
  6. If "Enforce verification order according to the set order" is selected:
    • Make sure that the person at the top of the list performs the factual verification of the purchase invoice first.
    • Make sure that the next person on the list performs the factual verification only after the previous one.
  7. Make sure that the chief factual verifier of the purchase invoice (star mark in front of the name) is at the bottom of the list so that, in the enforced factual verification order, the chief factual verifier can verify the invoice only last.

  

Circulation list management view

In the Purchases > Purchase invoices > Purchase invoice circulation lists view, circulation lists are managed through the circulation list management view.

  • Select whether to display all circulation lists of the company or circulation lists according to a specific vendor.

The view shows the Default circulation (1) set for the company or vendor and the option to edit the default circulation setting. The view also shows the name of the circulation (2), the approver set for the circulation (3), the factual verifiers 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). From the row-specific action button, you can perform actions on the circulation list and see the vendors linked to the circulation list.  

  

Vendor circulation lists

In the Purchases > Purchase invoices > Purchase invoice circulation lists view, a vendor can be given its own circulation list, in which case the invoices of that vendor are processed using this circulation list.

  1. Create a circulation list for the vendor in the same way as when creating a normal circulation list.
  2. Set the circulation list to active.
  3. Define the circulation list as the vendor's circulation list by selecting it as the default circulation (Default circulation column selected).  

When the circulation list is active and defined as the default circulation for the vendor, the vendor's invoices are processed using this circulation list.

Permissions for factual verification and approval of purchase invoices

Factual verification 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 factual verification and/or approval of 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 

You can edit the circulation list on a purchase invoice when the following conditions are met:

  • You have the right "purchase invoice approval workflow setter".
  • You are not logged into Netvisor via a quick link.
  • The invoice is in the status unprocessed or factually verified. If the invoice is rejected during factual verification, you can edit the circulation list only for the approver. Return the invoice to unprocessed so that you can also edit the circulation list for the factual verifier.
  • If a chief factual verifier or approver is set for the invoice, select "edit circulation" as the action. Otherwise, select "set circulation" as the action.

If you have rights to set the approval workflow:

  1. First delete the old circulation from the purchase invoice.
  2. Then set a new circulation for the invoice.

Depending on the stage of approval, you may also need accountant rights so that you can return the invoice to unprocessed and edit the circulation list.

Deleting a circulation list on a purchase invoice

If the circulation is removed from the purchase invoice, previous factual verifications of the purchase invoice are also invalidated.

Especially if there are multiple factual verifiers on the purchase invoice and the circulation is removed during the verification circulation, meaning the purchase invoice is already partially factually verified, previous factual verifications are invalidated upon removal of the circulation. The purchase invoice must be re-verified for the invalidated factual verifiers.

Frequently asked questions

Question: What rights do I need to access the circulation list management view?
Answer: You need at least editing rights to basic functions of accounts payable and to accounts payable views and lists in function-specific rights, and in addition purchase invoice approval workflow setter rights in sales and accounts payable rights.

Question: Who can factually verify a purchase invoice?
Answer: The invoice can be factually verified by a user who is set as a factual verifier in the purchase invoice circulation. The invoice may also be factually verified by a user who has been granted factual verification rights for purchase invoices in sales and accounts payable rights.

Question: When is a chief factual verifier needed and what can they do?
Answer: A chief factual verifier is needed when more than one factual verifier is selected for the invoice. One of them is selected as the chief factual verifier, and they can factually verify the invoice on behalf of other factual verifiers defined in the circulation if one of them is unable to do so.

Question: How do I create a circulation list and enforce the factual verification order?
Answer: Create a circulation list by selecting Purchases > Purchase invoices > Purchase invoice circulation lists, press the button for a new circulation list, give the circulation list a name, define the factual verifiers and the approver, and select "Enforce verification order according to the set order" if you want the factual verification to be done in the order of the list.

Question: How do I define a vendor-specific circulation list?
Answer: Create a circulation list for the vendor, set it to active, and define it as the vendor's circulation list by selecting the circulation list as the default circulation (Default circulation column selected) in the vendor's circulation lists.

Question: What happens if I delete the circulation list from a purchase invoice?
Answer: When you delete the circulation from the purchase invoice, all previous factual verifications are invalidated. If the invoice has already been partially factually verified, the previous factual verifications are invalidated and the invoice must be factually verified again for the invalidated factual verifiers.

Keywords: factual verification, chief factual verifier, 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.


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