2019 08 AM Approver Guide

APPROVER GUIDE

Cloud Approval Workflows for Finance and Accounting

August 2019


Basic Setup• Accept an invitation• Change your user name, password, contact

details, or notification settings • Reset your password• Set a Delegate• Accept an invitation to an additional

Organisation

Contents

Working with ApprovalMax• Approver request lists• Approval request view• Approve / reject from the email notification• Work on the go• Collaborate with the Requester and other

Approvers• Match Bills with Purchase Orders• Bill review and coding


Basic Setup


All invited users need to accept their invitation… and enter their personal data (first name, last name and the password)

Accept the Invitation


You can change your name, password, or time zone, upload an avatar, and add contact details such as Skype or a phone number at any time.

Clicking on the Avatar icon in the top right-hand corner of the main page opens the User Profile page in edit mode.

This page is also about your notification preferences: instant notifications regarding new requests or comments, and a daily summary listing all requests pending your approval.

Change User Name, Contact Details and Notification Settings


Resetting a forgotten password is easy in ApprovalMax.

Clicking the “Forgot your password?” button on the log-in page and entering your email address is all it takes.

An email will be sent out instantly and contains a reset link, which leads to the User Profile page where you can create a new password.

Reset your Password


For out-of-office times, Approvers can specify a Delegate who will take over their approval requests.

Just click on the “Delegates” menu under your Avatar.As soon as a Delegate is set, all pending approval requests as well as new ones will be re-routed to this Delegate.

When you are back in the office and the Delegate option is switched off, all approval requests that are still pending will be returned to you.

Set a Delegate


Accept the invitation for the additional Organisation … and log in with your personal credentials.

Accept an invitation to an additional Organisation


Working with ApprovalMax


There are two main request lists for Approvers:The “Decision required” list shows Approvers all requests pending their approval, across all Organisations and as defined in the approval matrix.

The “All requests” list shows Approvers all requests assigned to them based on the approval matrix, including the ones that have already been approved (approval history).

Similar lists exist within the individual Organisations.

Approver Request Lists


Approval requests contain all the data required to make the approval decision, including:• Line item details• Document attachments• A progress bar with information about the previous

and the following steps• Status of the approval• Related discussions, etc.

Approval Request View

Approvers in ApprovalMax can only see those approval requests that are assigned to them.


Approvers can make their approval decision right from the email notification, from either desktop or mobile browsers.To approve a request, simply reply to the email stating the word “Approved”.Comments can be left in the email body, which will be saved as part of the history log.

Approve / reject from an email notification



There are various options for approving requests without delay while on the go.

With the iPhone or the Android app installed, as an Approver you will receive push notifications when a new approval request arrives.

On a tablet, it's best to use a mobile web browser. The ApprovalMax GUI does not yet support all touch devices.

Work on the Go



Comments can be left for Requesters, Administrators, and Auditors. Requesters will be instantly notified and they can either reply by email or leave another comment.

All actions and discussions are logged and saved as part of the audit trail report.

Collaborate with the Requester and Other Approvers



Approvers can manually match incoming Bills with the original Purchase Orders before making the approval decision.

This enables a much tighter control and higher accuracy of the approval process.

Multiple invoices can be matched to multiple Purchase Orders.

Budget check: the amount of the document pending approval is automatically checked against the assigned budget. A warning will be given if the amount exceeds the budget.

Match Bills with Purchase Orders



Once the OCR has processed the Bill – and before it is approved by a business manager – edits are occasionally required for the electronic version of the Bill. These edits typically include splitting line items, changing accounts, or adding tracking categories.

The Bill Review and Coding feature allows making such changes to a Bill in the first step of the approval process.

This does require that the Administrator assigns Approve and Review rights to the Approver.

Bill Review and Coding



As an Approver, you can reassign the approval request to a different Approver and add additional Approvers to the approval request.

To reassign an approval request to a different Approver click on the reassign buttonand select the new Approver.

To add an additional Approver click on thechange button

Don‘t forget to add a comment and let othersknow about the reason of your decision.

Reassign an Approval Request, add Approvers


ENJOY APPROVALMAX

If you have questions, please contact us at: [email protected]

Documents

2019 08 AM Approver Guide