Workflows Setup

Do you set workflows by Location or Category?

Indicates whether workflows are created by location or by location reporting category.

If this toggle is changed after workflows are enabled, all existing workflows will be denied and the rules will be deleted.

Do you have vendors with specific workflows?

Indicates whether the organization will create specific workflows for vendors. If "No" is selected, the Vendor tab is removed, and all AP invoices, regardless of vendor, follow the established workflow rules.

Location / Vendor

Allows the user to toggle between setting up workflows by Location or by Vendor.

AP Invoices / Journal Entries / Payment Runs

The selected view determines which types of workflows the user can set up on the Workflow Setup page.

Toggle between views to set up workflows for AP invoices, journal entries, or payment runs.

Approval Groups

Opens the Workflow Groups page, where the user can create workflow approval groups.

Allow Approver to edit transaction

If selected, the current approver can edit transactions in the workflow without needing to deny them and restart the approval process.

Import a list

Import options for Workflows:

• Export Template - If selected, a template spreadsheet file is downloaded to the users device. The user can fill out the template to import workflow data.

• Import - Imports a spreadsheet file from the user's device.

• Replace existing workflow - If selected, data from the imported file overwrites the existing workflow.

Referential records (such as locations or users) must have the exact same spelling as their record in R365 in order for the import to succeed.

Location Workflows table

Lists Locations or Location Reporting categories in R365. Click on a location or location reporting category to view or edit workflows for that location/location reporting category. A checkmark in the Workflow column indicates that a workflow has been created for the location or location reporting category.

Filter the list by entering the desired location or location reporting category in the search bar. Select the Filter icon to choose the filter parameter.

All AP invoices for this location are subject to the rules established in this workflow, except when using vendor-specific workflows, as those take precedence over location workflows.

Clear

Resets all selections in the table.

Level

Displays the level number in the workflow hierarchy.

The level is automatically incremented as additional steps are added to the workflow.

Amt>=

User entered maximum dollar amount that can be approved by users at this level.

Approver

Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.

Selection is limited to users with access to the location.

Skip Prior Approver(s)

When selected, the workflow skips approvers at lower levels if the invoice's dollar amount is greater than or equal to the specified amount.

Require Approvers

If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Import a list

Import options for Workflows:

• Export Template - If selected, a template spreadsheet file is downloaded to the users device. The user can fill out the template to import workflow data.

• Import - Imports a spreadsheet file from the user's device.

• Replace existing workflow - If selected, data from the imported file overwrites the existing workflow.

Referential records (such as locations or users) must have the exact same spelling as their record in R365 in order for the import to succeed.

Vendor Workflows table

Lists vendors in R365. Click on a vendor to view or edit workflows for that location/location reporting category.  A checkmark in the Workflow column indicates that a workflow has been created for the vendor.

Filter the list by entering the desired vendor in the search bar. Select the Filter icon to choose the filter parameter.

Ignore Workflows for this Vendor

If selected, all workflows are ignored for this vendor, including workflows based on location or location reporting category.

This setting is commonly used for food and beverage vendors whose invoices are entered by an operations team.

Clear

Resets all selections in the table.

Level

Displays the level number in the workflow hierarchy.

The level is automatically incremented as additional steps are added to the workflow.

Amt>=

Indicates the maximum dollar amount that can be approved by users at this level.

Approver

Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.

Selection is limited to users with access to the location.

Skip Prior Approver(s)

When selected, the workflow skips approvers at lower levels if the invoice's dollar amount is greater than or equal to the specified amount.

Require Approvers

If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Import a list

Import options for Workflows:

• Export Template - If selected, a template spreadsheet file is downloaded to the users device. The user can fill out the template to import workflow data.

• Import - Imports a spreadsheet file from the user's device.

• Replace existing workflow - If selected, data from the imported file overwrites the existing workflow.

Referential records (such as locations or users) must have the exact same spelling as their record in R365 in order for the import to succeed.

Created By User Workflows table

Unlike the Location Workflows and Vendor Workflows tables in the AP Invoices view, the Journal Entry view lists Users with permission to create journal entries. Click on a user to view or edit the workflow for that user.

Journal entries created by the selected user will follow the defined workflow approval hierarchy.

A checkmark in the Workflow column indicates that a workflow has been established for the user.

Clear

Selecting the Clear button in this column resets all selections in the table.

Level

Displays the level number in the workflow hierarchy.

The level is automatically incremented as additional steps are added to the workflow.

Amt>=

Indicates the maximum dollar amount that can be approved by users at this level.

Approver

Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.

Selection is limited to users with access to the location.

Skip Prior Approver(s)

When selected, the workflow skips approvers at lower levels if the invoice's dollar amount is greater than or equal to the specified amount.

Require Approvers

If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Bank Account Workflows table

Unlike the Location Workflows and Vendor Workflows tables in the AP Invoices view, the Payment Runs tab lists workflows by bank account.

Click on a bank account to view or edit the workflow for that bank account.  

Any payment runs that create payments using the bank account follow the set workflow approval hierarchy.
A checkmark in the Workflow column indicates that a workflow has been created for the bank account.

Clear

Resets all selections in the table.

Level

Displays the level number in the workflow hierarchy.

The level is automatically incremented as additional steps are added to the workflow.

Amt>=

Indicates the maximum dollar amount that can be approved by users at this level.

Approver

Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.

Only users with Payment Run Approval permissions and access to at least one location associated with the selected bank account are available to select.

Skip Prior Approver(s)

When selected, the workflow skips approvers at lower levels if the invoice's dollar amount is greater than or equal to the specified amount.

Require Approvers

If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Employee Information Subject to workflow approval

Selected fields require approval to make changes.

Clear

Resets all selections in the table.

Level

Displays the level number in the workflow hierarchy.

The level is automatically incremented as additional steps are added to the workflow.

Approver

Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.

Require Approvers

If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.