Getting Started - General concepts

This guide explains some of the General Concepts that are used in Rillion Prime. Over the next pages you will get a short introduction to the concepts and how they may apply to your organization.  

The concepts we have focused on in this guide are the following:  

Users & Roles 

Working in Rillion Prime is built around users and roles. 
The permissions assigned to each role determine what a user can — and cannot — do within the system. 

How Roles Work in Rillion Prime 

Role Assignment 

Each user must be linked to at least one role. The assigned role determines the user’s permissions, menu access, and authorization level throughout the application. 

Role Management 

From the Administration section, system administrators can: 

This flexibility allows you to tailor system access according to changing responsibilities and organizational needs. 

Administrator Role 

When Rillion Prime is first initialized, an Administrator role is automatically created. 
This role is linked to the internal Rillion Prime SystemUser and grants maximum access privileges. 

It is intended solely for system administration and support tasks — not for processing invoices, managing contracts, handling requisitions, or managing budget requests. 

Role Selection 

If a user has multiple roles, they can switch roles from the drop-down list under their login name in the upper-right corner of the screen. 
Changing roles updates the menus and available functions, since permissions are tied to each role. 

Permission Groups 

Permission Groups in Rillion Prime are used to define and control what actions a role can perform and which parts of the system it can access. 
Each role’s access is determined by the collection of permission groups assigned to it. 

Permission Groups are assigned to roles, and each role inherits all permissions from its associated groups. 
To review what a specific role can access within the application, navigate to: 
Roles → Parameters → Operation Permission 
Here, you can view the combined permissions granted by all groups linked to that role. 

If you need to modify a role’s operational permissions, you must do so by adding or removing permission groups assigned to the role — direct editing of individual permissions is not supported. 

Important: 
Any change made to a Permission Group affects all roles that are associated with that group. 
Always review the potential impact before editing shared groups. 

Permissions and Favourites 

In Permissions, you define both the authorization limits and the specific companies, accounts, and dimensions (objects) that a role can access. 

You can choose to set a general authorization amount for all accounts and dimensions, or define specific limits tied to individual accounts or dimensions. 

Best Practice: Use general authorization amounts whenever possible to simplify maintenance and reduce the risk of inconsistencies. 

We also recommend using Favourites to streamline invoice handling. 
By configuring favourite accounts and dimensions for each role, you ensure that these appear at the top of the selection list when users are coding or approving invoices. 
This helps save time and improves accuracy during processing. 

For more information, see the step-by-step guide for Manage permissions and Favourites  
 

Temporary Users 

A temporary user in Rillion Prime is a user who is assigned a role for a limited period — typically used to cover vacations, parental leave, or other absences — ensuring that invoice processing and approvals continue without interruption. 

During the active period, the temporary user inherits the same permissions and access rights as the regular user assigned to that role. 

All invoices approved or processed by a temporary user are traceable — they are clearly marked with both the temporary user’s name and the role under which the action was taken. This ensures full transparency and auditability. 

Temporary users can be added by a Rillion Prime administrator for any role in the system. 

If an individual user wishes to manage their own temporary replacements (for example, setting up coverage during their own absence), they can do so by navigating to: 
My Profile → Temporary Users 

Capture 

Invoice capture refers to the process of automatically extracting invoice data from both digital and paper formats using OCR (Optical Character Recognition) and AI technologies — without the need for manual data entry. 
The captured information can include details from both the invoice header and line level. 

Rillion’s capture solution supports invoices submitted through multiple channels and formats, including: 

Depending on the format used, the system applies different capture processes. However, the goal is always the same — to convert incoming invoice data into a structured digital format that can be used for automated processing throughout the AP workflow. 

Formats - Rillion is designed to handle various invoice formats, including paper, PDF, EDI, XML, CSV, HTML, TIFF, JPG, PNG, DOC, and XLSX. 

Single Sign-On (SSO) 

Implementing Single Sign-On (SSO) in Rillion Prime is considered a leading practice, as it enhances security, simplifies access for end users, and improves user management. 

With SSO enabled, user authentication is handled centrally through your organization’s identity provider (IdP). This ensures consistent access control across systems and reduces the need for multiple logins or separate credentials. 

When an employee leaves the organization, their access to Rillion — along with any connected applications — is automatically revoked as part of the offboarding process. This prevents unauthorized access and significantly reduces administrative overhead. 

If your organization also uses SSO for the Capture solution, you can create a dedicated submenu in Rillion Prime that links directly to Capture. This provides a seamless and unified experience for users, allowing them to move between applications without additional logins. 

Invoice Log  

The Invoice Log in Rillion Prime serves as the central interface for processing all invoices received in the system. Both invoices for automatic and manual transfer start here. 
It is where key validations and matching rules are executed to ensure each invoice is accurate, complete, and ready for further processing. 

Examples of Validations 

To guarantee data integrity, Rillion automatically verifies key elements such as: 

Examples of Matching Rules 

The system also applies a range of matching rules to streamline automation, including: 

The ultimate goal is to achieve a level of automation where the Invoice Log functions primarily as an exception or error log, requiring manual review only when necessary. 

For more information see the Get started Guide Improve the automation in the invoice log that is packed with leading practices and practical recommendations for how to best use the Invoice log to improve automation.  

Preliminary Recording 

Preliminary Recording is a function in Rillion Prime that books invoices to a temporary (dummy) cost account in the ERP system as soon as the invoice moves from the Invoice Log to the Approval Flow. 

Once the invoice has been fully approved and signed, the Final Recording takes place — the dummy account is credited and replaced with the actual cost account and dimensions. 

Many organizations today are moving away from Preliminary Recording and instead use Final Recording (Direct Recording) only. This approach simplifies system interaction — Rillion Prime communicates with the ERP system once instead of twice — making the process more efficient, flexible, and easier to correct in case of invoice errors. 

Modern Practice 

With advanced reporting and visibility provided by Rillion Analytics, it is now easier to track costs, commitments, and VAT without relying on preliminary entries. 
Direct Recording ensures a cleaner process and reduces administrative overhead. 

Deactivating Preliminary Recording 

If your organization is currently using Preliminary Recording and wishes to deactivate it: 

This change enables invoices to be recorded directly in the ERP system after final approval. Check also if your ERP-system need any configuration change before go-live. 

Object/Dimension 

In Rillion Prime, an object (also referred to as a dimension) represents a category or entity used to organize and structure financial and operational data within the system.  

Objects enable cost allocation, track spending, and analyze transactions across different dimensions such as cost centers, projects, or departments. 

Object Types 

Objects in Practice 

Accessing and Managing Objects 

To view or manage objects, navigate to: 
Administration → Register → Objects 

Objects and Object Types are typically imported from the connected ERP system, ensuring alignment between financial structures in Rillion Prime and your accounting environment. 
 

Account Coding Proposals 

In Rillion Prime, the Account Coding Proposal feature is designed to streamline and automate the process of coding invoices. It helps reduce manual work, improve consistency, and speed up invoice processing. 

Automatic Proposal 

When an invoice is received, Rillion Prime can automatically suggest account coding based on predefined rules and historical data. 
These proposals help ensure invoices are coded correctly from the start, minimizing errors and accelerating the workflow. 

Configuration 

The Account Coding Proposal can be customized to fit your organization’s specific accounting structure and needs. 
You can define rules and conditions that determine how coding suggestions are generated — for example, based on: 

This flexibility allows you to align automation logic with your company’s chart of accounts and business rules. 

User Review 

Although the system provides automated suggestions, users can review, adjust, or override the proposed coding before final approval. 
This ensures accuracy and allows users to make context-specific updates when needed. 

For more information see the step-by-step guide How to create an account coding proposal.  

Flow Proposals 

An invoice approval workflow is the structured process of approving invoices in accordance with a company’s approval and authorization policies. 

Approval workflow automation in Rillion Prime digitizes this process, integrating seamlessly with your existing accounting systems to streamline the approval of both PO-based and non-PO invoices. 

Rillion automatically routes invoices to the correct approvers based on predefined rules, ensuring that each invoice is handled efficiently and in compliance with company policy. All invoices and their statuses are visible in a central dashboard, providing transparency throughout the approval process. 

Flow Proposals 

A Flow Proposal defines how invoices are routed for approval. 
It can be configured using either: 

 
Use the Manager Role feature when setting up Flow Proposals. 

The Manager Role is automatically added to the workflow based on the invoice amount. The manager’s role assigned is derived from the last role defined in the flow proposal, ensuring that higher-value invoices are routed to the appropriate approver level. 

For more information, see the step-by-step guide How to create a flow proposal.  

Reference 

A Reference in Rillion Prime is a value used to identify the correct flow proposal or to enable reference matching during invoice processing. 

 
A reference can represent various types of information — for example, the recipient of an invoice, a property registration number, a project number, or any other meaningful data. 
The reference value is typically determined by the information provided by the vendor on the invoice. 

Key Details About References 

Aliases 

You can define an unlimited number of unique aliases for each reference. 
Each alias is treated as equivalent to the main reference during matching. 

Aliases can include but not limited to: 

This flexibility improves automation accuracy even when vendors use different naming conventions. 

Reference Fields 

In the Invoice Log, there are two available reference fields — Reference 1 and Reference 2. 
These fields can be used independently or in combination, depending on your setup. 

It’s common to only capture a value for Reference 1 from the invoices, but adding a second reference can be useful. Here’s an example of how the reference fields can be used:  
 

In this case, the name in Reference 1 determines the approval flow, while the project number in Reference 2 supports account coding or reporting. Contact Rillion if you want to add capture of Reference 2. 

Default Values 

References can also hold default values such as Cost Center, Department, or other relevant dimensions. 
These defaults help automate the coding and routing of invoices, reducing manual work and improving accuracy. 

How References Are Used 

References are key components in ensuring invoices are processed efficiently and accurately within Rillion Prime. 

A reference can be used directly, if the reference name matches the name of a flow proposal, or it can be used as part of a Reference Match configuration to create more advanced and specific matching rules. 

For more information, see the step-by-step guide How to add a reference in Rillion Prime  

Reference matching 

Reference Matching in Rillion Prime is the process of automatically determining the correct workflow and account postings for invoices in the Invoice Log, based on defined parameters. 

This functionality is part of the Administration setup, where companies can create and maintain matching rules to automate invoice processing and minimize manual intervention. 

Overview 

Parameters for Matching 

Reference matches can be configured using multiple parameters such as: 

When multiple reference matches are applicable, the system prioritizes the one that includes the highest number of parameters. 
For example, if two matches exist and one includes Amount as an additional parameter, that match will take precedence. 

Note: 
A reference match does not necessarily require a reference value. 
Matching can also be performed based solely on Vendor and/or Amount. 

Matching Process Priority 

When the invoice’s matching type is set to Account Posting Proposal (Reference Matching), Rillion follows this priority order to determine the correct proposal: 

This hierarchy ensures that the most specific and accurate match is always selected. 

Preparation Requirements 

Before setting up reference matches, make sure that: 

These prerequisites ensure the reference matching process functions correctly and reliably. 

For more information, see the step-by-step guide Create reference match rules in Rillion Prime 

Rule Based Flow Auxiliary 

The Rule-Based Flow Auxiliary function in Rillion Prime allows you to automatically add roles or approval steps to an invoice workflow based on predefined rules. 

This feature ensures that the correct individuals are always included in the approval process, according to specific business criteria such as company, supplier, account, object, or invoice amount. 

Common Use Cases 

By using Rule-Based Flow Auxiliary, organizations can strengthen compliance, improve control, and reduce the risk of manual errors in workflow setup. 

For more information, see the step-by-step guide Create a rule-based flow auxiliary  

Dynamic Flows 

Dynamic Flows in Rillion Prime automate the invoice approval process by adjusting in real time to account coding dimensions and authorization limits. 

Unlike static templates or fixed manager-based flows, Dynamic Flows are ideal for organizations with complex or variable approval structures, where approvers may change depending on factors such as cost center, project, or invoice amount. 

This flexibility ensures that invoices are always routed to the correct approvers automatically — reducing manual configuration and improving compliance. 

For more information on setting up and managing Dynamic Flows, see the step-by-step guide Create a Dynamic Flow rule. 

Concluding remarks 

Congratulations on reaching the end of this guide on General Concepts in Rillion Prime. 

Throughout this document, we have explored the key concepts and practical steps for using best practices within each area. 

In Rillion Helpdesk you will be able to find more detailed guides for getting started with different products and large library of step-by-step instructions. 

Good luck and enjoy making your AP processes more efficient.