Configure payment approval process

Project assignment is basically already an approval process by the job management. If a document is not paid, this should already be noticed here.

It may be customary in your company that, in addition to the job management, another person also checks a supplier invoice before it may be paid (by yet another person). For this purpose there is the status step "waiting for payment approval" for purchase invoices.

If it is not available in your instance of Die Agenturverwaltung, you can contact support; that is a paid add-on feature.

1. Then you can initially activate the status “waiting for payment approval” in the process definitions (Settings > Process definitions > Purchase invoices) (click the On/Off toggle ...

2. and then define who may change the status of a purchase invoice (right box) when it is set to "waiting for payment approval". Those should only be the people who are allowed to approve an invoice for payment (if it is only one person, then possibly a deputy should also be defined in case that person is not available).

   
3. Then you can return to the overview under Settings > Process definitions and also configure the status change: When the project assignment has been made, the invoice should automatically jump to “waiting for payment approval”.

   
4. If all of this is preset, a new field “Who grants the payment approval?” appears in the Payment tab of a purchase invoice or when entering a purchase invoice on the 2nd screen in the “Payment” section.

   
5. There you can already enter when recording who will later approve this document for payment. This person will then be notified after successful project assignment via a followup. If no one is selected here, all people who are allowed to approve a payment will be notified via followup. The first person in this group also completes the followup for the other colleagues.

6. The approving person thus reaches the invoice they are to check via a link in the followup and simply confirms the approval for payment by advancing the status, e.g. to "waiting for booking", thereby signaling to accounting that the invoice a) should be paid and b) can be handed over to financial accounting.