November 2020
Written by Rafi Mubarak
Updated at August 7th, 2025
Table of Contents
These changes were released in November 2020
Approval by supplier
ProSpend has powerful approval configuration options so businesses can control how invoices are approved and who can approve them.
We have now added the option to allocate an approval workflow by supplier. i.e. All invoices received from Officeworks are automatically assigned a default Approver.
How to set up this workflow
Step 1 - In the supplier maintenance, assign the default approver. After the scanning process and the creation of the Invoice Payment request, the default supplier approver is assigned
Your information text here.
Step 2 - In the Approval Workflow set up. Assign the Supplier Approval workflow Further options can be added:-
(a) - If the invoice is above the default supplier limit a second level will be assigned and the user will be able to choose from a list of Approvers who have the correct approval limit. To enable this "Tick Enforce Limits".
(b) - The user can add more approvers for the invoice. To enable this "Tick Allow Multiple"
When the Supplier is auto-allocated from the scanning process and that Supplier does not have a default approver, the Invoice Payment request will default with the first Approver in the Approver list.
You can set up additional Steps for approval if required. To learn more about the other options for approvals, see below.
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Company logo's for Purchase Orders
Purchase Order's generated from ProSpend can be company branded. We have now released the option to set-up a different logo for each Category in multi-entity databases.
The logo to appear will be assigned based on the Category chosen for the first item of a Purchase Order.
Different Terms & Conditions can also be set up for each Category. When a Purchase Order is approve, the Purchase Order creator is sent an email with the PO and T&C's attached for forwarding to the Supplier.
If you would like us to set up new logos and T&C's please contact Support.
Cancelling Approved Purchase Orders
Claimants can now cancel an approved Purchase Order if there are no Invoices linked. When opening an Approved PO they will see a 'Cancel' button on the top.
If there are Invoices linked to a Purchase Order, it cannot be cancelled but can be Closed. When opening the approved PO, the 'Close Purchase' option is available.
If a Purchase Order is cancelled incorrectly, only a Payer or Administrator is able to re-instate the claim.
Enhancements to Expense Report
We have rewritten the code for our Expense Report. This allows for a better display of data, quicker and more options on searching.
Saved Filters
If you use a combination of filters regularly you can now save them as your 'favourites'. These filters can then be launched with just one click.
The dates are not saved.
New sorting
Previously the sort function was only applicable to the items on the page view (30 items). Now sorting is done across all pages.
Financial totals displayed
There will be further enhancements to this Report.
Budget module changes
A user prompt is shown on the Quick Code expense view for each expense type that is tracking budgets. It now displays if the expense is over or under the Budget.
The Budget Bar and breakdown is still displayed in the Item Code expense view
Approve/reject option for Payers and Admin
If a user is a Payer, Admin and Approver previously to approve a claim they were required to 'switch' back to My Approvals. This is no longer necessary, all of the Approver functionality is visible when they display a claim in the Admin/Payer view.
Expense type description option
There is now an option to display the expense type general ledger codes next to the expense type description in the expense type field.
