Approval Workflows

Updated at August 9th, 2025

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Table of Contents

Claim workflow Invoice Workflow 1 - Created as Not Submitted Invoice Workflow 2 - Created as Pending Approval Purchase Order Workflow 1 - Enforce Supplier Payment approval Purchase Order Workflow 2 - Disable Supplier Payment approval Purchase Order Workflow 3 - Auto submission to purchase order creator Any workflow - Automatically add cost centre approver Approval by supplier

Claim workflow

Claim is created by claimant or automatically created by credit card feed. Cash or credit card claim created as NOT SUBMITTED

Claim can be pushed to Approver or on submit goes through the approval workﬂow

If approval limits apply only those Approvers with above limit can be chosen.

Invoice Workflow 1 - Created as Not Submitted

Invoices sent to claimant portal or central portal for Supplier Payment creation as NOT SUBMITTED

Invoice can be pushed to Approver or on submit goes through the approval workﬂow

If approval limits apply only those Approvers with above limit can be chosen.

Invoice Workflow 2 - Created as Pending Approval

Invoices sent to Approver Portal (either claimant or central portal) for Supplier Payment creation as PENDING APPROVAL

Supplier Payment can only be self-approved if below approval limit

If above approval limit Supplier Payment can be pushed to a higher approval level or goes through the approval workflow

Purchase Order Workflow 1 - Enforce Supplier Payment approval

Not Enforce purchase order - Not mandatory to have a PO linked to a Supplier Payment

Enforce purchase order - Supplier payments must have a linked purchase order for all unless PO required limit is enabled

Enforce supplier payment approval - Supplier payments must go through approval workflow even if it is linked to a purchase order

PO required limit - If invoice is > $value then supplier payment cannot be sent for approval until matched with a PO

Purchase Order Workflow 2 - Disable Supplier Payment approval

Enforce supplier payment approval disabled - Supplier payments with purchase order attached are automatically approved only if PO and Invoice are same or Invoice is less

If Invoice is over the PO then must be pushed to next approver or goes through the approval workflow

Purchase Order Workflow 3 - Auto submission to purchase order creator

Supplier payments with purchase order matched are automatically sent to the purchase order creator for completion and goods/service acknowledgment as Pending Approval.

If no auto match, Accounts Payable matches manually and send to the purchase order creator

INVOICE VALUE VARIANCE

The above assumes the invoice is same or less than PO with a variance of % value or $ value

If more than the variance the invoice will require additional approval. Additional approvers are automatically assigned.

First approver = PO creator
Following approvers = the original PO approvers

Any workflow - Automatically add cost centre approver

When an expense in any claim type is re-assigned to another cost centre, the cost centre contact for that re-assigned expense is automatically added to the approval workflow.

Approval by supplier

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.

endorsement process