Exact Synergy Enterprise

Configuring Incoming Invoice Register request types

Menu path

Workflow à Setup à Requests à Request type

Introduction

The Incoming Invoice Register (IIR) request type must be configured to ensure that all the incoming invoice information is available for the approvers to review before authorizing the invoices for payment. The fields required are mapped accordingly to the fields in Exact Globe. A list of mandatory fields and optional fields are provided for your reference when configuring the request type based on your requirements.

If you are using a new database from product update 245 onwards, you can opt to use the Incoming invoice request type. This request type has the configured settings needed for you to start using IIR instantly without the need to do any configuration.

Note: Authorizers with the Employee Self-service or CRM role must have the Incoming invoice role to be able to access and approve IIR requests.

Roles & rights

To define the flow of a request type, function right 5 - Create request types, and edit request types without responsible or function right 232 - Edit all request types is required. Users with the General manager and HR roles have the first function right while the latter is reserved for users with the Administrator role.

Notes:

For more details on function rights, go to System à Setup à Security à Function rights.
For more details on roles, go to System à Setup à Security à Roles.

What version are you using?

The information in this document is based on product update 248.

How do I configure Incoming Invoice Register request types?

1. On the Workflow: Request types page, click New.

2. Define the fields under the General, Fields, Flow, and Actions tabs.

3. Click Save.

Keep in mind: All fields with the “!” icon are mandatory.

How do I copy Incoming Invoice Register request types?

1. On the Workflow: Request types page, click New.

2. Click Copy.

3. On the Request types page, select a request type.

4. Click Save.

How do I delete Incoming Invoice Register request types?

1. On the Workflow: Request types page, select a request type.

2. Click Delete.

3. A message “Are you sure that you want to delete this record?” will be displayed.

4. Click OK.

Description

The following provides configuration requirements for the IIR request type:

Mandatory fields must be configured as defined.
Optional fields must be configured as defined and can be used.
The fields that are not listed can be used at your discretion.

General tab

Field/Check box	Settings	Mandatory/Optional
ID	User–defined	Mandatory
Category	User-defined	Mandatory
Description	User-defined	Mandatory
Active	Selected	Mandatory
Hide	Do not select	Mandatory

Flow tab

Who can edit the newly created request? section

Field/Check box	Settings	Mandatory/Optional
Creator	Selected	Mandatory
Approver	Do not select	Mandatory
Person	Do not select	Mandatory
Everyone	Do not select	Mandatory
Role	Do not use	Mandatory

Who can approve the request? section

Field/Check box	Settings	Mandatory/Optional
Person	Person	Mandatory
Role	User define	Optional
Level / Division	User define	Optional
Rejected: Inform - Creator	Selected	Optional

Who can reopen the request once it is completed? section

Field	Settings	Mandatory/Optional
Reopen	No	Mandatory
Role	Do not use	Mandatory

Fields tab

Field	Settings	Mandatory/Optional	Remarks
Person	Default: Current, Visible: All statuses, Edit: As per default, Mandatory: All statuses	Mandatory
Description	Default: User define, Visible: All status, Edit: No, Mandatory: All statuses	Mandatory	Define the default description for the IIR requests generated.
Amount	Visible: All statuses, Edit: No, Mandatory: All statuses, Calculation: Clear the Calculate check box.	Mandatory
Account	Visible: All statuses, Edit: No, Mandatory: All statuses	Mandatory	Recommended to label the field as "Creditor".
Document	Visible: All statuses, Edit: No, Mandatory: All status (if it is required based on Front Office settings in Exact Globe)	Mandatory	Recommended to label the field as "Scanned invoice".
Free: Amount 1	Label: Invoice amount without tax, Visible: All statuses, Edit: All statuses, Mandatory: All statuses	Mandatory
Free: Amount 2	Label: Invoice amount with tax, Visible: All statuses, Edit: All statuses, Mandatory: All statuses	Mandatory
Free: Number 1	Label: Financial entry number, Visible: All statuses, Edit: No, Mandatory: All statuses	Mandatory
Free: Text 4	Label: Division, Visible: All statuses, Edit: No, Mandatory: No	Optional
Free: Text 5	Label: Request identification, Visible: All statuses, Edit: No, Mandatory: No	Optional	Prefilled with "IIR" to differentiate an IIR request from the standard request.
Free: Guid 1	Label: Rejected request, Visible: All statuses, Edit: No, Mandatory: No	Optional
Free: Guid 2	Label: Rejected request, Visible: All statuses, Edit: No, Mandatory: No	Optional	This field is reserved for the poll function.
Our ref.	Visible: All statuses, Edit: No, Mandatory: No	Optional
Your ref.	Visible: All statuses, Edit: No, Mandatory: No	Optional
Security level	Default: Internal - 10, Visible: All statuses, Edit: As per default, Mandatory: No	Mandatory
Project	Visible: All statuses, Edit: As per default, Mandatory: No	Mandatory