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, 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. 

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 should be made to the invoice at this stage. 

Chief factual verifier

If more than one factual verifier is selected for the invoice, one of them must be chosen as the chief factual verifier. If there is only one factual verifier, they are automatically the chief factual verifier. The chief factual verifier can verify 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, they are automatically suggested to post the invoice. If the posting is changed after the factual verification, the changes are updated to the invoice voucher upon approval.

Who can verify the invoice?

  • The invoice can be verified by a user who is set as a factual verifier in the purchase invoice circulation.
  • The invoice may be 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

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) Creating circulation lists begins by pressing the appropriate button.  A name is given to the circulation list, and one or more factual verifiers and invoice approvers are defined for it. If there are more than one factual verifier, it is possible to enforce the verification order according to the set order. If the option "Enforce verification order according to the set order" is checked, the purchase invoice can first be verified by the person at the top of the list and only then by the next person on the list. The chief factual verifier of the purchase invoice (star mark in front of the name) is at the bottom of the list and in the enforced verification order, the chief factual verifier can verify 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 vendor.  

The page shows the Default circulation (1) set for the company or vendor and the option to edit the setting, 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). Additionally, 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

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

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 factually verified. If the invoice is rejected during factual verification, 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 factual verifier.
  • Additionally, if a chief factual verifier 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 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 verified, previous verifications are invalidated upon removal of the circulation. The purchase invoice must be re-verified 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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