I want to use your product to workflow the approval process of supplier invoices.

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    charles.yeats
    Asked on November 08, 2021 at 08:59 PM

    I want to use a generic email address to receive all incoming supplier invoices. Each supplier invoice should get attached to an input template and the template should route to a pre-determined recipient who can approve or reject it. If approved the email recipient must have the option to select another email recipient for another approval or to complete the transaction by selecting the accounts payable department. Can something like this happen? I tried and got stuck very early on....

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    gokmen
    Answered on November 09, 2021 at 03:01 AM

    Hi,

    First, you can create an approval scheme for the first form you create. In addition, it can be selected to whom the email will be sent in the approval, approve or reject options.

    1636444811_618a2a8b54f0c_

    As I understand, after that point, If approved, you want the email recipient to complete the process by choosing another email recipient for another confirmation or by selecting the accounts payable section. You can use a referral form for this.

    What I want to tell you is that a user who approves from this form can proceed from there by getting the link of another form directed to his email address. This form can also lead to another email recipient selection form or the accounts payable section selection form to get further confirmation.

    1636444848_618a2ab01e173_

    Hope this information helps.

    If I misunderstood, could you explain with a little more detail?

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    charles.yeats
    Answered on November 09, 2021 at 09:36 PM

    Thanks for responding. I kinda half understood what you were saying. I then took an approvals template and changed very little but kinda felt that I more or less understood a bit about what I was doing. Then followed my nose into the Publish environment and sent the fellow to my private email address to have a look see what the thing would do and it came up as the original document that I had cloned. Screenshot below.

    I think before I chase this activity any further down the road, can I ask the following:

    We want the client to use the tool to get managers to authorise supplier invoices before they can be paid and sometimes this will involve the more than 1 manager authorising an invoice. The authorised invoice will eventually end up attached to an accounting transaction in the accounting system. My question is this: Will there be any evidence that the invoice has been through the authorisation process once it rests in the accounting system?

    Thank you.

    This is the attachment

    1636509484_618b272c2aa9c_

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    Tommaso_F
    Answered on November 10, 2021 at 05:05 AM

    Hello there,

    About your question, could you please give us more details about your concern so we can assist you properly?

    Do you want to review the approval flow?

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    charles.yeats
    Answered on November 10, 2021 at 11:32 AM

    When I look at the supplier's invoice 5months later, and it had been manually approved by 2 managers, I would see the managers signatures on the invoice.

    Using Jotform, the invoice will circulate through the approval flow, but when the bookkeeper gets to attach that invoice to the transaction in the accounting system, there is nothing on the invoice to indicate to anybody that it went through an approval process and was in fact approved. It's still the same PDF that went into the approval flow.
    Is there anything that Jotform does that can be attached to the invoice to indicate that it went through the approval process and was approved by manager X and manager Y?

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    Ahmed_S
    Answered on November 10, 2021 at 01:40 PM

    Hello Charles,

    Thank you for the detailed information, well this flow can be applied by adding Approve & Sign elements to the approval flow of your form, this will make the approving managers add their signatures to approve the flow, at the end you can download or send the Approval Report to be attached with the invoice to the transaction in your accounting system, or even use it instead of the invoice since it includes all the form details plus the approval logs and the approvers signatures, please check these guides for more details.

    How to Set up the Approve & Sign Element in Jotform Approvals

    How to Set up the Send Approval Report Element

    Please give it a try and let us know if you need further assistance, we are happy to help.




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    Dragana_R
    Answered on November 15, 2021 at 10:22 AM

    Hello!

    Thank you for providing all the information.

    You can quickly go ahead and finish the process because it won't affect our TOS. I would still like to know if you're worried that it may affect the policy of your suppliers?

    We're looking forward to your response.

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    charles.yeats
    Answered on November 15, 2021 at 12:12 PM

    Will it be possible for somebody clever to build a Jotform model for me if I provide the process and steps I am trying to achieve?

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    Basil_A
    Answered on November 15, 2021 at 01:12 PM

    Hi,

    You can try building your form based on your needs and if you face any problems you can create a new ticket regarding the issue.