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If the user has a full access role, approval can be done from the regular NetSuite UI.
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Vendor name
Date
Document number
Approval Status
Next Approver
Currency
Amount
FlowAP PDF Split-view
FlowAP provides a convenient way to view the PDF document which was scanned into an XML document and then converted as a NetSuite accounts payable transaction.
The PDF is displayed at the left hand side of the browser. Standard control buttons and enables the user to interact with the PDF document.
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Hide/Show Button
The Hide/Show button is used hide or show the PDF.
The last action performed by the user on the Hide/Show button is remembered. The last action will be the default display of the PDF for the succeeding transactions that will be viewed by the user. The last action is remembered by storing it in the browser’s local storage.
[STA] FlowAP PDF {custbody_sta_flowap_pdf}
The [STA] FlowAP PDF {custbody_sta_flowap_pdf} field is a transaction header field used by FlowAP conversion to store the PDF.
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If users need to use the FlowAP PDF split view for transactions created outside the FlowAP conversion process, users must enable the [STA] FlowAP PDF field on their transaction form. The user needs to save the PDF in this field before they can use the FlowAP split view for the transaction. |
Approving / Rejecting Transactions
In your dashboard reminder portlet, set up [STA] Bills Pending my Approval reminder. You can see all bills pending approval through [STA] Bills Pending Approval – All reminder.
Click up [STA] Bills Pending my Approval.
Click view next to the Bill you want to review/approve.
The PDF image is displayed which can be dragged around. You can increase the size of the PDF image window by dragging from the little triangle at the bottom left.
You can view
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FlowAP related information under the respective tab. The [STA] Approval History will show the previous approvers and the timestamp
To Approve or Reject, click the respective buttons.
If you want to reject the transaction, you must specify the rejection reason under
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the FlowAP tab > Rejection Notes. If you click the Reject button without specifying the reason, you will be notified through an alert:
Override Approval
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Important: Refer to Employee Record for instructions on how to give the enable the Eligible for Approval Override preference. |
Before you click the Override Approval button, you must specify the Approval Override Note under the INFlow tab, otherwise, you will receive the following alert:
Click Edit, go to the Inflow tab, and enter the reason in the respective field
Then, you can click Save and Override Approval, which would change the Bill status from Pending Approval to Open
Change Next Approver
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Important: Employee Record for instructions on how to give the enable the Eligible for Approval Override preference. |
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Click Save, upon which the newly new set next approvers will be notified.
Re-Trigger Approval
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Important: Employee Record for instructions on how to give the enable the [STA] Eligible For Retrigger Approval preference. |
If an employee is marked for [STA] Eligible for Retrigger Approval, the user can click Re-trigger Approval on the transaction, which sets the approval back to the first stage with status Inflow status as Pending 1st Approval.
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Vendor Record Creation
When saving the vendor record, the user needs to enter either the VAT Registration number ({vatregnumber}) or the Business ID number ({custentity_edoc_ws_id}). If both fields are empty, throw an alert “You must enter either VAT ID or Business ID for this vendor.”
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FlowAP Accrual
If your Vendor Bill is not fully approved the GL impact is not recorded in your books. There is a way for you to record the expenses at the month-end by posting the accruals with the help of an InFlow script.
Prerequisite:
The AP should be closed before you start with the FastClose –process.
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Important: Be sure to set the accruals accounts in the INFlow Preferences /wiki/spaces/SFI/pages/838729768 page. These account are used in the Journals. Refer to INFlow Preferences /wiki/spaces/SFI/pages/838729768 : Accounting for instructions on how to give the enable the [STA] Eligible For Retrigger Approval preference.
Review the Script Deployment and make sure that correct Role Permissions are setup. |
Process Instructions
The script is based on the following transaction search: [STA] INFlow Accruals. Please note that the search is dynamic – meaning if you later wish to see the same list of Bills it’s recommended to export the data to excel and store the file for future purposes.
Find the correct script
Navigate to Customization > Scripting > Script Deployments
Choose the correct script in the filter area: [STA] SC INFlow Accrual Posting
Open the script in Edit mode. Choose the Date and Subsidiary from the Parameters subtab
Click Save and Execute.
Navigate to Transactions > Financial > Make Journal Entries > List to see the generated Journal Entries. The script will create Subsidiary specific Journal for the accruals. The Journal will be automatically reversed
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at the beginning of next month.
Approval Emails
Once any new approver is set, INFlow sends out an email notification, using the EMAIL TEMPLATE (PENDING APPROVAL) template from Inflow Preferences and sender as EMAIL SENDER.
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Single Reminder – is approver does not approve a transaction within the defined number of days in Inflow Preferences: EMAIL REMINDER DAYS field, an approval email is sent again once.
Scheduled Daily Reminders – there is a scheduled reminder sent for all unapproved bills every night APPENDIX