Workflow Setup

There are 3 different types of Workflows that can be setup for each Claimant:

1. Expense Workflow: Cash or Card Claim
2. Invoice Workflow: Supplier Invoices
3. Purchase Order Workflow: Purchase Orders

Depending on the requirement, all the workflows can be same or different. To setup workflow go to Setup > Workflows

• Provide the Workflow Name
• Create workflow in Steps

Before we move to different workflows, let's see the generic options. This is how the workflow screen looks like:

On Reject and Options

If there are multiple approvers in the workflow and claim is approved by 1^st approver but rejected by 2^nd approver:

• Always: When a Claim or PO is rejected, the approval process will be restarted whether changes are made or not.
• When Cost Centre changes: An approval process will only be restarted if there is a change in the cost centre. For any other change, it will only be sent to the approver who rejected it and will bypass the approver who approved the claim earlier
• When Amount changes: An approval process will only be restarted if there is a change in the amount. For any other change, it will only be sent to the approver who rejected it and will bypass the approver who approved the claim earlier

• Enforce Limits: If the box it ticked, then it checks the approver limits. Once it is approved by first approver, then it will be sent to the 2^nd approver if the claim is above the limit of 1^st approver. If the box is not ticked, there is no limit validation. Claim is sent to the 2^nd approver no matter what the amount is.
• Allow Re-assign: It allows approver or payer to re-assign the claim to another approver. This only works for the following workflows:
  • Pre-defined set of approvers
  • Any approver

Workflow Options:

1.Claimant Default Approver

Claim will be sent to default approver added in the user profile.

• If the Enforce limit box isn’t ticked then the Claim will be approved even if the PO or cash claim is above the approval limit.
• If the Enforce limit box is ticked and the claim is above the approver limit, then the approver will receive an error while approving the claim. Approver has to reject the claim. Then admin/payer has to change the default approver in order to get the claim approved.

2. Default Cost Centre Approver

Claims will be sent to the default cost centre approver. This can be setup at the Cost Centre level

Even if the user changes the cost centre, it will still be sent to default cost centre approver.

Multi-level approval

1^st Level: Default Cost Centre Approval

2^nd Level: Claimant Default Approval

Claim will go to Default Cost Centre approver and then will be routed to Claimant’s default approval.

3. Default Category Approver

All the claims will be sent to the default Category approver which can be setup at the Category level

4. Approvers with limit above claim amount

The approval process depends on the claim amount. Users will be able to see all the approvers who have approval limit above the claim amount.

5. Pre-defined set of Approvers 

Scenario 1:

If only 1^st level approval is setup, then all the claims will be sent to pre-defined set of approvers. If the default approver is in the list, then it will be routed to default approver.

Allow Multiple: If this option is selected, then the user will be able to select multiple approvers from the list of pre-defined approvers.

Scenario 2:

1^st Level: Pre-defined set of approval (Enforce limits option is selected)

2^nd Level: Pre-defined set of approval

Claim will be sent to 1^st set of pre-defined approvers. If the claim is above their limit, it will go to 2^nd level of approvers

Scenario 3:

1^st Level: Pre-defined set of approval (Enforce limits option is not selected)

2^nd Level: Pre-defined set of approval

Claim will be sent to 1^st set of pre-defined approvers. Since the limit is not enforced, it will be approved even if it is above the limit and then will be routed to the 2^nd approver.

6. Any Approver

This workflow will let the users to choose any approver. All the users with approver roles will be listed irrespective of their approval limit.

• If the default approver field is left to “Default Approver” option, then claimant will have their default approver in the claim, but they will have the option to choose any approver from the list. Approver option will not be locked.

• If an approver is selected, for the default approver field then all the claimants who have this workflow will see that approver (no matter what approver is set as their default approver)

Kylie’s profile:

Clicking on the dropdown will show all the approvers.

7. Purchase Order Approvers / Check Condition

If the invoice amount is less or equal to the PO amount, then it will be sent to the PO claimant for approval. If the invoice exceeds the variance, then the PO will also be sent to the PO approver for the approval.   

8. Expense Cost Centre

Claims will be sent to the default cost centre approver. This can be setup at the Cost Centre level.

If the user changes the cost centre, it will be directed to the approver of the new cost centre.

9. Cost Centre Approvers by cost centre total

If there are multiple cost centre items in a claim, approvers will be selected based on the cost centre total amount. For each cost centre, the system will automatically select the first (default) approver and an approver with a limit that is above the cost centre total, so they can approve the claim.

Example:

Cost Centre: Admin Australia with following approval limits

• Jeremy White $10k
• Michael Purple $15k
• Melina Red $20k

Cost Centre: Marketing Australia with following approval limits

• Thomas Scurvey $5k
• John Red $18k

10. Cost Centre Approvers by Claim Total

Approval workflow is based on the claim total amount not by line amount. For each cost centre, the system will automatically select the first (default) approver and an approver with a limit that is above the cost centre total, so they can approve the claim. This is applicable to all the cost centers in a claim.

Example:

Cost Centre: Admin Australia with following approval limits

• Jeremy White $10k
• Michael Purple $15k
• Melina Red $20k

Cost Centre: Marketing Australia with following approval limits

• Thomas Scurvey $5k
• John Red $18k

Default Cost Centre vs Expense Cost Centre

When a claimant is set to Default Cost Centre workflow, the claim will be sent to the default cost centre approver even if the cost centre in the claim is changed.

Expense Cost Centre workflow would just change the approvers based on the cost centres selected within expense line.