Open Forum

Like what you see? Discover the benefits of the GPUG Community. Learn More

AP Workflow Approvals

  • 1.  AP Workflow Approvals

    Posted 07-11-2018 03:57 PM
    ​​Hello. We are currently in the testing phases of upgrading to GP 2018. One common problem we have had with workflow in the past is that certain invoice approvers receive a ton of invoices to approve (they do not have access to GP). So throughout the week, they may receive 30+ emails for approvals of various invoices. Is there a way for our invoice approvers to receive one email in which they could approve all invoices at one time as opposed to having to approve each one as they come through? This may be a shot in the dark, but thought it would be worth asking. Thanks in advance!

    ------------------------------
    Adam Kerns
    Accountant III
    Liberty Savings Bank
    Wilmington OH
    ------------------------------


  • 2.  RE: AP Workflow Approvals

    TOP CONTRIBUTOR
    Posted 07-12-2018 10:11 AM
    Hi @Adam Kerns
    One thought would be to use the AP Batch Approval workflow instead of Invoice Approval.  This might be tricky based on what your workflow levels are, but it might work.

    I'm tagging @Dan Peltier because he's the workflow master!
    Thanks
    Windi​​

    ------------------------------
    Windi Epperson [Designation]
    President/GP Senior Consultant
    Advanced Integrators, Inc.
    Norman OK
    405-946-1774 Ext 102
    ------------------------------



  • 3.  RE: AP Workflow Approvals

    SILVER CONTRIBUTOR
    Posted 07-12-2018 01:06 PM
    ​Hi Adam, to add to the thought of using the batch approval, you can now check the box for the Word Template so that an edit list will be attached to the email for the batch approval.  This addition helps the acceptance of using batch level approval since the transaction detail can now be reviewed right from the email attachement.

    ------------------------------
    John Kirsch
    Manager
    Wipfli
    Green Bay WI
    ------------------------------



  • 4.  RE: AP Workflow Approvals

    Posted 07-12-2018 02:28 PM
    ​Thank you both! I haven't looked into batch approval for invoices (only on the individual invoice level). I will start doing a little research and see if it can be of use. It sounds like it could be the solution I'm after!

    ------------------------------
    Adam Kerns
    Accountant III
    Liberty Savings Bank
    Wilmington OH
    ------------------------------



  • 5.  RE: AP Workflow Approvals

    SILVER CONTRIBUTOR
    Posted 07-13-2018 11:11 AM
    +1 for batch approval. :)

    Only other thing to mention would be setting up Microsoft Flow and Outlook mailbox rules with the user. You could pretty easily set something up to trigger an action when ten documents are assigned to the user. Basically, route all workflow approval emails to a Outlook folder, and then have Flow send a 'direct to inbox' message stating they have 10 docs to approve.

    ------------------------------
    Dan Peltier
    Sr. Support Engineer
    Microsoft
    Fargo ND
    ------------------------------