Other workflow systems offer statuses like "Return" or "reroute" instead of simply approve or reject. This way, for example, instead of rejecting an invoice that I am ultimately going to pay because it is mis-coded, I could "return" it to the prior person which would update their status to "RETURNED," so they could see what items they need to address. We are currently running manual rejection reports, updating all of the invoices and then sending out rejection reports to users, so they can easily see what was changed. Reports by user on workflow status would be helpful to see who needs to review what in their queue.
Guest
| Company | Rommel |
| Job Title / Role | Corporate Controller |
| I need it... | 1 month |
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Also the " Approved - Hold" status! This shows that an invoice has been approved, but is being held. Would be very useful for better visibility to see what invoices are on hold in the Portal - Financial Controls - Invoice Review
Have added drop down statuses for communicating between AP and Purchasing on APUI header. Can use it to filter. email me if you want more info lmcgillicuddy@metromont.com
I Miss having a WIP status like the old VCM way to let them know we see it but actions need to happen before approving it other than always adding a note
Where I may be missing things, at least in our system, is the second notification you mentioned. "Vista will then alert you once those changes and approvals have been made..." That does not happen in our system.
This may be an issue with our system setup vs the system as a whole, but it is incredibly cumbersome.
As a result, we are managing updating rejections outside of the system. Essentially, the person who has rejected the invoice has to be emailed that the rejected invoice has been updated. Then, the person changes their status to review rejections finds the invoice in question and re-reviews.
If "returned" were the updated status, then once the returned invoice was "approved" again, the invoice would show back up in the final reviewer/approver's main queue, and no manual notification would be needed.
If that could be accomplished, a status of "returned' would be helpful in my opinion. The ultimate workflow would not change, necessarily, but the notifications outside of the system would no longer be necessary.
Thanks!
When using Reviewer Groups, the current workflow allows you to reject an invoice, indicate a reason (e.g. mis-coded) and add comments with invoice notes. This will then trigger an email to reviewers who previoulsy approved that invoice, allowing them to make corrections and re-approve. Vista will then alert you once those changes and approvals have been made, so you can again review and approve if all looks good.
Do you see adding a 'return' status altering this workflow, or is the additiona of another status more useful for reporting and tracking the status of an invoice within the system?