Overview:
- Learn how to set up a one-level approval workflow with a built-in approver for a specific supplier and gain an understanding of how it works.
Ocerra allows you to create workflows tailored for specific suppliers to streamline the approval process. For example, you can set up a workflow for a specific supplier, such as ABC Demo Company, ensuring their invoices go directly to an approver's bucket once submitted by an accountant.
Follow this guide to set up a supplier-specific workflow:
Note: This setup is a sample configuration. You can customise the supplier-specific workflow based on your business needs. For example, you may choose not to have an accountant review invoices first. Instead, Jel (specific usercan adjust the invoice data extraction himself, allowing it to flow directly to him. In such cases, the accountant's review step can be skipped. Please contact us if you need further assistance.
Step 1: Create a New Workflow
- Navigate to Settings > Workflow:
- Create a New Workflow:
Do not use the default workflow, as it must remain unlinked to any supplier.
Step 2: Configure the Workflow
- Use the below image or follow these steps to set up the workflow:
Transitions:
- Add the approver's name in the Person's Column. This ensures invoices from this workflow will automatically go to the assigned approver for approval without manual intervention.
Supplier:
- Select the supplier for this workflow (e.g., ABC Demo Company). All invoices from this supplier will automatically enroll into this workflow.
Important Notes
1. Start with One Supplier:
- Begin with a single supplier to ensure the workflow operates as expected. Once you’re confident, you can add more suppliers to the workflow.
2. Avoid Duplicate Enrollments:
- Ensure the supplier is not added to multiple workflows, as this can cause processing issues.
3. Maintain a Default Workflow:
- Always have at least one workflow (default) without a supplier selected. This ensures invoices from unassigned suppliers can still be processed.