Workflow and navigation

Workflow

There are three different ways to work with 24SevenOffice inFlow.

  1. The simplest process is to submit an invoice/document to the Invoice Receipt, and process it to Bookkeeping without using the Approval path.
  2. If approval of the invoices/documents are to be used, submit them to Invoice Receipt where list of approvers are added to the document. It will then go from Invoice Receipt to Approval before being available for Posting. It can first be posted when the required approvers have approved the Purchase Invoice/Purchase Order.
  3. If also the coding of invoice/document shall also be approved or if the Accountant should be one of the approvers; this is mainly used where a user starts the 24SevenOffice inFlow process and the company Accountant just verifies the code for Expense account chosen and VAT-treatment. The Invoice/Document is again submitted to the Invoice Receipt, but now in addition to add the approvers to the Approval Path, the operator also ensures the Nominal code for the account the expense is to be posted to is included. One of the Approvers on the approval list must of course be the Accountant. The Accountant can now approve/post the Invoice/Document; but this change will not be visible to the other approvers. This is verified by Auto being displayed in the column for transaction number. As soon as the other approvers approve the Invoice, the approved Invoice will be listed in the folder Approved invoices in Posting and the transaction can now be completed.

The process in the different stages of Retrieval, Approval path and Posting is described in more detail below.

 

Invoice Receipt (Retrieval)
On first use of 24SevenOffice inFlow, the module must be activated. To do so, click Grant Access.

Scan the document(s) you want to process to an image file and send to the email address listed to the top right of the screen for Retrieval. If invoices / vouchers do not appear fairly quickly, you can update by clicking on the Update icon.

  1. You will see the available Invoices/Documents displayed across the top of the screen in Retrieve. When opening this screen, the cursor will automatically be on an Invoice, identified with the blue frame. Use the Arrows left or right to navigate between the different Invoices/Scans. To add a Stamp number to the Invoice/Scan either grab the scan with the cursor and drag and drop it down to the lower part of the screen named ‘Pages’; or highlight the chosen Invoice/Scan and click Enter. First ensure the chosen Stamp number is displayed in the box for Stamp number first.
  2. You have now added the chosen Invoice/Scan to the section marked Pages. If the document consist of several pages, navigate to the page in the list at the top of the page and click enter to add the page to this one document. Please note that the pages will be added in the order you select them. When the pages are selected, you can start processing by clicking Shift + Enter.
  3. You will now have a tile of Invoice/Document in the left hand side of the screen with a blue rectangle and to the right a full size version of the scanned document. You can move up and down the document by using the PageUp or PageDown buttons. Alternatively you can grab the blue rectangle using the mouse and move it up or down. If the OCR process has a hit either with the Bank account number or the Company registration number as it is within the CRM record, the Attachment data will be automatically filled in. If there is no match, the data will need to be manually filled in, probably easiest to start with Supplier Name as this will load the data if the Supplier already exist in the CRM module. The fields Currency, Department, Project, and Comment must be filled in manually.

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Approval path

  1. If the Invoice/Document is now to enter the Approval path see point a.), if not see point b.)
    1. Select people from the drop down list located below ‘Approval list’ and click the icon that looks like a person with a plus sign. You can select several approvers and the order of the approvers (list) is the order the approval process will happen. I.e. Approver A must approve before Approver B are given the opportunity to approve. If one prefers that several approvers approve without a specific order, double click on the icon of two persons with a plus sign. This adds a folder called ‘Parallel’ and you add the required approvers to this folder. They will all then have the opportunity to approve independent of if anyone else have approved or not. Another option is to highlight the folder ‘Parallel’ and click on the icon of two persons with a plus again; this adds a folder called ‘At least one’. This means that if at least one of the approvers added to this folder approves the Invoice/Scan; the Invoice/Scan is approved for further processing. If you have chosen so in the settings, each approver will be notified by email that they have invoice(s) to approve. Finish by clicking on Ctrl + Alt + Enter to send the document on to the Approval path.
    2. Click Ctrl + Alt + Enter to send the document directly to Posting.

Posting

  1. If the document to be posted directly.
    1. a. Go to the section for Bookings
      b. Create a bundle and make sure the mode is set to scan.
      c. In the field for stamp number, click the down arrow key and choose the right stamp number from the list. Stamp numbers shown here are the ones that are awaiting approval by you, those already approved or those not submitted for approval. Click Enter to select a stamp number and move to the next field.
      d. Post the document. By clicking Enter, navigate to the next field; while by clicking Shift + Enter navigates to the previous field. When posting of a document is completed, you can click on End to start on a new line and post the next journal.
      e. Save the bundle.
      f. Post the bundle by clicking Alt + B.
  2. If the document to be posted and then submitted for approval.
    1. Create a bundle and make sure the mode is set to scan.
      b. In the field of stamp number, click the down arrow key and choose the right stamp number from the list. Stamp numbers shown here are the ones that are awaiting approval by you, those already approved or those not submitted for approval. Click Enter to select a stamp number and move to the next field.
      c. Post the document. By clicking Enter, navigate to the next field; while by clicking Shift + Enter navigates to the previous field. When posting a document is finished, you can click on End to start on a new line and post the next journal.
      d. Save the bundle. In the column for the document number, it will display Auto as the document (s) must be approved before they can be recognized and assigned a document number.
      e. Post the bundle by clicking Alt + B. The documents that had been assigned document number are now posted, while documents with Auto are now being sent for approval to the selected approvers.
      f. The document can now be approved either in Booking or in Approval.
      g. When all required approvers have approved the document, it will be added to the bundle Approved vouchers. From Approved vouchers, documents can be posted by clicking Alt + B. Any documents in Declined vouchers must be edited and resent for Approval before it will be possible to post them.

 

Navigation

Enter 24SevenOffice inFlow by going Financials>Accounting>New entry. This opens the Dashboard for the inFlow module and here you will have a display of key data.

On the left hand side, you will have buttons to access the different parts of the inFlow module.

Retrieval. This is the first step in the inFlow process. This is where the submitted electronic invoices and scans that are submitted are located and the workflow is initiated.

Approval. Here you will see the documents awaiting your approval, that has already been approved, or the ones having been disallowed. Here you can approve, disallow, or pass on to one of your colleagues for approval.

Posting. This section allows for posting before approval and for submitting to the Nominal ledger after approval.

Search. You can search for one or more stamp numbers; from here you can print the scanned image and also the log of the process. I.e. who has approved and when, who posted it, who updated the ledger etc.

Settings. Here you find and can edit the settings for Retrieval, Approval, and Postings.