Note: You can only use approval limits if you are using the Invoice Receipt Premium workflow.
eTASK includes a basic workflow. We also offer a paid extension, the Invoice Receipt Premium workflow. This differs from the basic workflow primarily in that it allows you to set up multiple approval steps depending on the invoice amount.
To use the eTASK Invoice Receipt Workflow, you must set up the approval thresholds. The following rules must be observed:
You can create any number of scenarios.
Example: You want to set up the eTASK Invoice Receipt Workflow so that smaller amounts (between €5,000 and €5,000) are approved by the finance department in three approval stages (including final approval). Large amounts (€5,000 to €1,000,000) may only be approved by the CEO and must be handled by the department head, not by employees in the functional departments.
For the smaller amounts, you could set up the workflow as follows:
Small Amounts - Approval Limit 1: Invoices from -€5,000 to €5,000 with the status “Review 1” may be approved by Finance Department employee Ms. Müller.
Small Amounts - Approval Limit 2: Invoices from -€5,000 to €5,000 with the status “Review 2” may be approved by Finance Department employee Mr. Stolz.
Small Amounts - Approval: Invoices from -€5,000 to €5,000 with the status “Approval” may be approved by the Head of the Finance Department, Ms. Biedermann.
For large amounts, you can set up the workflow as follows:
Large amounts - Approval limit 1: Invoices ranging from €5,000 to €1,000,000 with the status “Review 1” may be approved by the Head of the Finance Department, Ms. Biedermann.
Large Amounts - Approval: Invoices ranging from €5,000 to €1,000,000 with the status "Approval" may be approved by the Managing Director, Ms. Kaiser.
You must set up at least two approval thresholds to use this workflow: one approval threshold for the “Review 1” status and one for the “Approval” status. These levels must be available for every amount range that your incoming invoices fall into.
You can apply up to four approval levels.
Procedure in the FM Portal
Path to the starting point: Control Panel - Property Management - Property Accounting/Cost Entry - Incoming Invoices - Approval Limits
Create data records according to the rules listed above.
Click Save.
If necessary, refer to the notes on form structure. You can find these by clicking the help icon in the upper right corner of the portal.
You can now use the workflow.