PAYABLES LOCKBOX€¦ · Payables Lockbox Release Notes: Version 2018.2.0 Sample Approval Process...

PAYABLES LOCKBOX:

RELEASE NOTES Version 2018.2.0

2018

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800.560.9305 | 1210 AvidXchange Lane | Charlotte, NC 28206 | [email protected]

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contained herein is prohibited.

Payables Lockbox Release Notes: Version 2018.2.0

Table of Contents

Release Notes: Version 2018.2.0......................................................................................... 2

Maintenance Window: ................................................................................................ 2

What’s New? ...................................................................................................................... 2

Auto Approval Feature Added to Invoice Details ................................................................ 2

Invoice Criteria for Auto Approval ................................................................................... 4

Auto Approval Setup ....................................................................................................... 5

Auto Approval Configuration ...................................................................................... 5

Email Alert Available with Invoice Auto Approval ........................................................... 9

Email Alert Subscription ............................................................................................ 10

Inactive Companies Indicator Added to Company Details Filter .................................... 11

Change Log ....................................................................................................................... 12

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Release Notes: Version 2018.2.0

About Release Notes

At AvidXchange we strive to create a product that is easy to use, high performing and provides our customers with superior paperless invoice product. We create release notes to best communicate the changes and updates we are making, as well as improvements to features to better serve your needs, as we continue to improve our products.

Maintenance Window: Sunday, 2/25/2018, 6 A.M. – 8 A.M.

What’s New?

Auto Approval Feature Added to Invoice Details

An invoice can now be approved automatically in the system when certain pre-defined criteria are met. For instance, if an invoice has been in the "A/P Review" status for 5 days without being approved, then the system can be configured to automatically approve the invoice on your behalf and progress the invoice to the next workflow status and to the next approval level.

If an invoice is marked as "Held" in the system, it is not eligible for auto approval.

An invoice cannot be approved if it is transitioning to the "Payment Authorized" status or to the "Paid" status and the status cannot be selected in the auto approval configuration.

Refer to the sample approval process table below for additional information.

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Sample Approval Process Auto

Approval Available?

Comments

Status 1 Example: "AP Review" Yes

Status 2 Example: "Manager Review" Yes

Status 3 Example: "Board Approval" No Cannot auto-approve to Payment Authorized state nor select it from the auto approval configuration.

Status 4: "Payment Authorized" No Cannot auto-transition to/from this state nor select it in the auto approval configuration.

Status 5: "Paid" No Cannot auto-transition to this state nor select it in the auto approval configuration.

1. An invoice that has been auto approved will be updated in Invoice Details to reflect that Lockbox Services performed the system approval.

2. The invoice will progress to the next status in the approval workflow automatically. a. If there is an invoice alert existing for the progressed status, that alert will be

activated and display in Invoice Details.

3. The Invoice Details History will display the auto-approval activity.

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Invoice Criteria for Auto Approval

In order for auto approval to complete successfully, an invoice must meet certain requirements. Invoices must possess all of the required attributes established for creating an invoice in the Invoice Configurations details to be auto approved.

If there are multiple missing criteria, the auto approval will cease with the first identified issue. The email notification will identify the first issue; however, it is recommended to review all required criteria.

The following table has a list of the attributes that will be validated during auto approval.

Required Attribute Issue Required Attribute Issue

Invoice configuration is not set properly for the invoice company.

No bank account signature set up.

Company (display name, like company, association...) is marked inactive.

Alt Amount cannot be blank if it is required in invoice config.

Company (display name, like company, association...) is blank.

Transaction date cannot be blank if it is required in invoice config.

Invoice number is blank. Reference cannot be blank if it is required in invoice config.

Vendor is blank. Purchase order cannot be blank if it is required in invoice config.

Invoice amount is blank. Department cannot be blank if it is required in invoice config.

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Required Attribute Issue Required Attribute Issue

Amount must be greater than 0. AP account 1 cannot be blank if it is required in invoice config.

Line item amount total does not match invoice amount.

AP account 2 cannot be blank if it is required in invoice config.

Vendor inactive. Prior Period Transaction. Please update from details in order to approve.

Vendor deleted. Cannot approve ACH invoice if the bank account does not have ACH enabled.

No bank account set up. Cannot approve duplicate invoices.

Validation cannot be approved up to Payment Authorized state.

Auto Approval Setup

In order to utilize the auto approval feature, a few setup steps are first required by an administrator. These steps include configuring an auto approval function, adding the functionality to the corresponding user role(s), and subscribing to the auto approval email notifications. Before using the auto approval feature, contact Support to assist with configuring the system.

Auto Approval Configuration

Unique configurations can be created for many different roles and approval statuses to streamline the invoice approval workflow execution. When adding a configuration for auto approval, each configuration must be unique. If the configuration is not unique, then an error will be returned upon saving.

1. Under the Administration tab, select Site Setup.

2. From the left-hand Configuration menu, select Automation Function Config.

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3. The Automation Functions Configurations page will load. By default, the Invoice Alert view is selected. From the drop-down, select Auto Approval to switch to automation configurations.

4. Click the +Add button in the right-hand corner of the Automation Function Configurations menu bar.

• The first time that you visit this page, the grid will be blank until you create auto approval configurations.

5. The Add/Update Automation Functions Config page will load. All fields marked with an asterisk are required in order to save the automation configuration.

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• *Automation Type: This field is pre-populated with "Auto Approval."

• *Name: Enter a name that will reflect the automation rule with a maximum of 40 characters. For example, "Approve A/P Review: Accounting Managers."

• *Status: Select the status from the drop-down to be automatically approved.

The final approval status cannot be designated for auto approval.

The "Held" status cannot be selected for auto approval.

• *Over N Days: Enter the number of days that the invoice remains in its current status before the auto approval function will execute.

The value must be between "1" and "999."

• *Rank: Enter the priority order in which the automation function is to be executed with a value of "1" to "999."

"1" is the highest priority value, and will execute immediately.

• Additional Filters: Additional optional conditions can be coded to further distinguish the automation rule criteria. Contact Support to configure the additional filters.

• *Description: Enter a description for the automation configuration.

• Active: By default, new automation configurations will be set to active. 6. Click Save. If the configuration is not unique, a detailed error message will display

at the top of the screen.

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7. After the configuration has been saved, you will be prompted to assign the automation configuration to user roles.

• A Role Assignment grid will display at the bottom of the page. Select at least one user role that will utilize the auto approval process.

• Click Save. A confirmation message will display.

• Click Back to List to return to the automation configuration page. Click Inactivate to disable the configuration.

• The new auto approval configuration will now be listed in the Automation Function

Configurations grid.

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Email Alert Available with Invoice Auto Approval

A daily email notification can be received that summarizes successful and failed auto approved emails that are in the user's specific approval queue.

The email subject will contain "Daily Auto Approval Report <Date>: Succeed <#> / Failure <#> information.

The top portion of the email report will include any auto approvals for the user that failed, along with the failure reason.

A. State: This column refers to the current status of the invoice. The invoice has been unable to be auto approved to progress to the next status.

B. Auto Approval Config: Refers to the name of the auto approval configuration. C. Failure Reason: Indicates the reason the auto approval did not succeed. Diagnose

the issue and resolve the problem. Manually approve the invoice or allow the invoice to re-enter into the auto approval queue.

The lower portion of the email report will include that were auto approved successfully and advanced to the next approval status in the workflow for the user.

• The state in the Success List is the status in the workflow that the invoice has advanced to following the auto approval.

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Email Alert Subscription

In order to receive the auto approval notification emails, you must first subscribe to receive the notifications from My Profile.

1. From the top right-hand corner of the Main screen, click My Profile. 2. From the left-hand selection pane, click Emails for Automation. 3. Emails for Automation Function will load. From the Automation Type drop-down,

select Auto Approval.

• The auto approval automation functions that were created that are available for your role will be listed in the grid.

4. Click the checkbox in the first column to select the automation function to subscribe to receive email alerts.

• Select the checkbox at the top of the Enable column to select all auto approval configurations for email alerts.

5. Click the Enable/Disable button to subscribe to receive email alerts.

• Toggle the Enable/Disable button to update the subscription status.

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6. In the Active column, a green checkmark will indicate that you are actively subscribed to the email alerts for the specified automation function.

Inactive Companies Indicator Added to Company Details Filter

If an Company has been marked as "Inactive," an indicator will display next to the company filter in My Invoices.

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Change Log

Defect or Enhancement

Details

Enhancement Removed leading zeros on account numbers to avoid duplicates

Enhancement Added delete permission for EBills vendor accounts

Enhancement Removed "Delete Account" button from EBills Logins

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