In everyday life, which has not yet been digitized, an invoice is usually sent to the various departments (teams, groups) in a folder. With the digitization of the verification steps from invoice receipt to accounting, the individual stations in an organization are simulated with the help of a workflow, so to speak.
Which department or person is assigned which task in the workflow and which permissions individual departments or persons have is determined administratively in advance with the help of group permissions.
There are essentially two different types of workflow: rule-based and simple workflow.
Rule-based workflow (basic knowledge)
In a rule-based workflow, the individual steps of a workflow are configured administratively so that you can concentrate on your task in one workflow step. Once your verification is complete, an invoice is automatically sent to the next department. If there are certain rules in your organization, e.g. the amount above which a department (mailbox) or person may approve invoice amounts (approval up to a certain amount), the rule-based workflow ensures compliance with the rules. The workflow is controlled by the so-called cost center approval policies. The cost center approval policies are set up administratively.
You only receive the tasks that have been defined by your administration in the organizational rules. For example, you can enter a comment for your verification or, if you have any questions, forward your task (workflow step) to another person in your department or reject the invoice.
For example, if you receive an invoice for verification, you can enter the relevant data under Line item data in the account assignment block of the capture form. As soon as you select the cost center or an account, for example, the software automatically recognizes that a rule-based workflow has been set up for this invoice.
A rule-based workflow is often set up for so-called cost invoices. Invoices without order reference are invoices without a purchase order reference, e.g. ongoing costs such as rent, maintenance contracts, cell phone or electricity bills.
Simple workflow without specific rules (basic knowledge)
In a simple workflow, you forward an invoice to a department or an individual person for verifying. For example, you can enter a remark for your verification or forward your task (workflow step) to another department (mailbox) or person if you have questions.
When verifying the invoice, you can enter the corresponding purchase order numbers or packing slips so that all the data for an invoice transaction is always available.
A simple workflow is often used for so-called invoices for goods. Invoices for goods are invoices with order reference, e.g. if there is a purchase order for office furniture, computer equipment or plants.
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