Common approval routines in Rillion One

Approval workflow 1

Only one approver per invoice

• Organization settings: None except basic settings.
• User settings: None except basic settings.
• Additional review: None.

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval, 
   2. or the approver posts the invoice line/s once they have received it/them.
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice proceeds to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 2

Two approvers per invoice

• Organization settings: None except basic settings.
• User settings: 
  1. Open the user profile for the first approver.  
  2. Create an approval rule for the current user and specify who is to be the second tier approver for this user. Don’t forget to set 0 as the threshold and set the company/companies.
• Additional review: None.

Flow in Rillion One:

1. The invoice is imported into Rillion.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines. 
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them. 
3. The administrator clicks on OK and the invoice is sent out for approval. 
4. The approver (posts) and approves his/her line/s and the invoice moves on to the user entered as the second approver in the approval rule.
5. The second approver (posts) and approves the line/s.
6. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 3

One approver per invoice under a certain amount. Above a certain amount, there must be two approvers per invoice

• Organization settings: None except basic settings.
• User settings: None except basic settings.
• Additional review:
  1. Create an additional review rule called for example Additional review over EUR 1,000 and specify who is to approve invoices over this amount. Select the checkbox for Processed invoice exception and fill in Amount (excluding VAT).

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them.
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice goes to Ready for recording if the amount is below the limit required for a second approver.
5. The invoice goes instead to the second approver for approval if the amount is above the limit set for Additional review. 
6. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 4

Two approvers per invoice and the managing director required to approve all invoices in excess of a certain amount

• Organization settings: None except basic settings.
• User settings: 
  1. Open the user profile for the first approver. 
  2. Create an approval rule for the current user and specify who is to be the second tier approver for this user. Don’t forget to set 0 as the threshold and set the company/companies.
• Additional review: 
  1. Create an additional review rule called Additional review MD and specify who the Managing Director is and the amount to be set as the upper limit. Select the checkbox for Processed invoice exception. No other settings are needed.

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them.
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice moves on to the user entered as the second approver in the approval rule.
5. The second approver (posts) and approves the line/s.
6. The invoice gets stopped for additional review if the amount is greater than the limit set for Additional review.
7. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 5

Two approvers per invoice based on one person, one amount and/or one posting dimension

• Organization settings: None except basic settings.
• User settings: 
  1. Open the user profile for the first approver. 
  2. Create an approval rule for the current user and specify who is to be the second tier approver for this user. Here you may also choose to base the rule on the amount or posting dimension. You can also create multiple approval rules per user with different priorities and companies. 
• Additional review: None.

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them. 
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice moves on to the user entered as the second approver in the approval rule. Other restrictions specified in the approval rule also come into play here. 
5. The second approver (posts) and approves the line/s.
6. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 6

Two approvers per invoice where one manager is the second approver for the majority of employees

• Organization settings: None except basic settings.
• User settings: None.
• Additional review: 
  1. Create an additional review rule. Example of an additional review rule: One manager is to be the second approver for invoices approved by the manager's five subordinate employees. Fill in the username of the manager under Additional review user and select the checkbox for Processed invoice exception. Under Approvers, you then moved the five employees over to the Selected list. 

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them. 
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice moves on to the manager set as the second approver in the approval rule.
5. The manager approves the line/s.
6. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 7

Two approvers per invoice based on several projects (or other posting dimensions)

• Organization settings: None except basic settings.
• User settings: None.
• Additional review: 
  1. Create an additional review rule. Example of an additional review rule: One manager should be the second approver for invoices approved in five different projects, regardless of who was the original approver. Fill in the username of the manager under Additional review user and select the checkbox for Processed invoice exception. Under Projects, move these five projects over to the Selected list. 

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them.
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice moves on to the manager set as the second approver in the approval rule.
5. The manager approves the line/s.
6. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.

Approval workflow 8

Two approvers per invoice based on several suppliers

• Organization settings: None except basic settings.
• User settings: None.
• Additional review: 
  1. Create an additional review rule. Example of an additional review rule: One manager should be the second approver for invoices approved for five different suppliers, regardless of who was the original approver. Fill in the username of the manager under Additional review user and select the checkbox for Processed invoice exception. Under Suppliers move these five suppliers over to the Selected list. 

Workflow in Rillion One:

1. The invoice is imported into Rillion One.
2. The administrator checks the interpretation and selects the approver in the Current approver field. The administrator can also split up the invoice into different lines and select different approvers for each or some of the lines.
   1. Either the administrator posts the invoice line/s before the invoice is sent out for approval,
   2. or the approver posts the invoice line/s once they have received it/them. 
3. The administrator clicks on OK and the invoice is sent out for approval.
4. The approver (posts) and approves his/her line/s and the invoice moves on to the manager set as the second approver in the approval rule.
5. The manager approves the line/s.
6. The invoice goes to Ready for recording. The invoice has thus been posted to accounts and approved and will be sent automatically to the ERP system.