Process configurator for purchase invoices

Under Settings > Process Definitions you can find the process configurator for purchase invoices.

Here you can define which status steps a purchase invoice goes through.

The following statuses are available:

Waiting for capture

A document has, for example, already been uploaded as an attachment but has not yet been further captured.

Waiting for job assignment

This document has been captured and is waiting for a project manager to post it as an external service to one or more jobs. Under certain circumstances the project manager may already have been notified via followup.

Waiting for payment approval (optional)

This document is waiting for a person authorized to approve payments to approve the document for payment.

Waiting for booking (optional)

The assignment of the document to one or more jobs has been completed. Depending on configuration, payment approval may also have been granted. The document can now, if applicable, be paid and handed over to a third-party accounting system, e.g. DATEV.

Booked

This document has been handed over to accounting.

Claimed (optional)

If a claimed document is not deleted immediately, this status can be used to document that the document was claimed.

Define permissions for the individual steps

In the configurator you can define who is allowed to move a purchase invoice into a certain status step at all and who is allowed to change the status of a purchase invoice that is in a certain status step at all:

Optional status steps (here: waiting for booking) can be deactivated. They will then no longer be available.

Application examples for configuring permissions

Documents that are marked as "booked" have been handed over to the tax advisor; the status should only be allowed to change if a specific person from accounting permits it.

After the job assignment the status jumps to "payment approval". In this step only 3 people are allowed to change the status, i.e. when the status is reached one of these 3 people must approve the payment by moving the invoice to the next step - e.g. "waiting for booking".

Configure payment approval

If this status is active and a group of people is specified in the field "Who may change this status?", then when capturing the supplier document it can be selected which person from this group should approve the invoice for payment after the job assignment. That person then receives a followup, as soon as the invoice status jumps to "waiting for payment approval".