Overview:

  • Every setup has a default approval workflow. The default workflow ensures that all documents withing the system have designated statuses. This allows for better tracking and management of invoices, providing a clear overview of their progress and current state.


  • If you have custom approval workflow or choose to approve invoices after it was exported to your system, this article may not be applicable to you. However, you can still get familiar with the default setup as it provides a fundamental knowledge about the core workflow statuses and processes.


In Ocerra, the default workflow is a crucial component, acting as the primary path for processing invoices within the system. It’s a mandatory setup that ensures invoices are managed effectively, even if you don’t actively use other approval workflows. 


Here’s how it functions:


  1. One Default Workflow: Every Ocerra setup has a default workflow. This is to guarantee that there’s always a process in place for managing invoices, regardless of whether specific approval rules are used

  2. No Supplier Specification: The default workflow is general; it does not have any supplier assigned to it. This universality allows it to process any invoice that doesn’t fit into more specific, supplier-focused workflows you might set up later.

  3. Fallback Mechanism: It acts as the fallback or 'catch-all' pathway for invoices. If there are no other workflows defined, or if an invoice doesn’t meet the criteria of existing specialised workflows, it will be processed through the default workflow.

  4. Maintaining Default Status: If you assign a supplier to the default workflow, it loses its 'default' status because it then becomes specific to that supplier. To maintain its role, the default workflow must remain without a supplier assigned, ensuring it continues to serve as the catch-all process.


The default workflow in Ocerra is designed to be versatile and adaptable to your company's needs. This adaptability makes the default workflow the backbone of invoice processing in Ocerra, seamlessly fitting into the unique workflow of nearly any business.


Here’s an example of the default workflow configuration in Ocerra. Also, this is a setup if no other workflow rules are provided.  Below is a newly Received invoice, it has both options to Submit and Approve:



  • If you click Submit you will be required to assign an employee and then invoice will move from Received to Submitted status and will be waiting on this person to Approve an invoice.
  • If you click Approve invoice will move from Received to Approved status straightway.


Can I edit a submitted or approved document?


Yes, you can edit a document after submitting or approving it if needed. If invoice was already exported, you can still edit it too and re-export it again. Ocerra will update existing document in your system.


To do so, navigate to the Export Page, find a submitted/approved document and filter Exported = Yes and click export if you need to update in your system. Please note that invoice needs to be in open status, if it is closed, Ocerra won't be able to update it.


Using approval in Ocerra 


If you choose to approve invoices in Ocerra, we can configure additional approval steps for you. With different/custom statuses, multiple approver levels and rules. Please contact us directly to discuss this option.


Learn about Role Matrix in Ocerra. 


Read: Default workflow statuses