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Release note summary
This update introduces a new AP Invoice Approval screen with enhanced functionality and a user-friendly interface to streamline the invoice approval process. The new screen has dedicated views for invoice details, bulk actions, and quick access modal views.
Release note description
The new AP Invoice Approval screen represents a significant upgrade from the previous version, now leveraging the latest React developer toolset for improved performance and usability.
The screen is organized into three main tabs: 'My Approvals', 'All Approvals', and 'Rejected', allowing users to effectively manage their assigned invoices and oversee all invoice approval processes within the system.
Key enhancements include:
- Dedicated Invoice Detail View: Provides comprehensive information on each invoice, facilitating informed approval or rejection decisions.
- Bulk Approve Action: Enables users to select multiple invoices for approval, significantly reducing processing time.
- Invoice Detail Modals: Offers a quick view option for invoice details without leaving the main screen, enhancing user efficiency.
These features are designed to improve workflow for users, making the invoice approval process more intuitive and efficient.
Setup
The setup process for the new screen involves a regular menu build and the allocation of the appropriate Accounts Payable application access rights (AARs) to user roles:
Assigning AARs:
- Navigate to the roles screen.
- Locate the role for which you wish to assign the AARs.
- For the AARs you wish to assign, click on the lock icon adjacent to each AAR, turning it green to unlock (activate) the function the AAR controls.
Description Of AARs
Below is a detailed description of each Application Access Right and its function within the system:
CanViewAll
Purpose: Grants the ability to view all invoices pending approval across the organisation for all users.
Effect: Reveals the 'All Approvals' tab in the navigation bar, which is otherwise not visible.
CanViewRejected
Purpose: Allows viewing of all rejected invoices within the organisation.
Effect: Similar to CanViewAll, it provides access to otherwise hidden information, facilitating transparency and oversight on rejected invoices.
Approve
Purpose: Authorises users to approve invoices where they are the designated approver.
Effect: Enables decision making authority on pending invoices, streamlining the approval process.
Reject
Purpose: Authorises users to reject invoices where they are the designated approver.
Effect: Provides the capability to formally decline invoices, ensuring only valid transactions proceed.
Forward
Purpose: Authorises users to forward invoices where they are the designated approver.
Effect: Facilitates the delegation of approval responsibilities, enhancing flexibility and efficiency in the approval workflow.
Please note with CanViewAll and CanViewRejected, there are security measures in place to limit access to sensitive information on invoices. Only the user who is the approver can view the invoice attachments.
Additional Note on System Option AP 184
Please be aware that the inclusion of the new Accounts Payable AARs does not alter the functionality related to the "Rejected User" defined within system option AP 184. The enhancements introduced are designed to complement existing configurations without impacting the specified behaviours of system option AP 184.
Testing
| Test # | Test case | Expected result | Result |
| 1 |
Access 'My Approvals' tab |
Display list of invoices assigned to the user for approval | Pass |
| 2 | Approve an invoice from 'My Approvals' |
Invoice is marked as 'Approved' and removed from 'My Approvals' list.
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Pass |
| 3 | Reject an invoice with reason |
If system option is turned on, a rejection reason is prompted and the invoice is rejected. |
Pass |
| 4 | Use bulk approve action on multiple invoices |
Selected invoices are approved simultaneously |
Pass |
| 5 | View invoice details in modal |
Display detailed view of invoice without leaving the screen |
Pass |
| 6 | View invoice detail in new page |
Open new page of invoice to be actioned |
Pass |