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If user has a full access role, approval can be done from the regular NetSuite UI.

Accounts Payable roles can review all the bills that are pending approval, set the search “Bills Pending Approval – All” to the reminder portlet on the dashboard.

By drilling down from that reminder you can see a list of the bills that are pending approval:

  • Vendor name

  • Date

  • Document number

  • Approval Status

  • Next Approver

  • Currency

  • Amount

Approving / Rejecting Transactions

  1. 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.

  2. Click up [STA] Bills Pending my Approval.

  3. Click view next to the Bill you want to review/approve.

  4. 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.

  5. You can view INFlow related information under respective tab. The [STA] Approval History will show the previous approvers and the timestamp

  6. To Approve or Reject, click respective buttons.

  7. If you want to reject transaction, you must specify rejection reason under INFlow tab > Rejection Notes. If you click Reject button without specifying the reason, you will be notified through an alert:

Override Approval

Important: Refer to Employee Record for instructions on how to give the enable the Eligible for Approval Override preference.

  1. 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:

  2. Click Edit, go to Inflow tab and enter the reason in the respective field

  3. Then, you can click Save and Override Approval, which would change the Bill status from Pending Approval to Open

Change Next Approver

Important: Employee Record for instructions on how to give the enable the Eligible for Approval Override preference.

If employee is marked for Eligible for Approval Override, he/she can change the Next Approver value under the INFlow tab of the

transaction. Hold down the Ctrl key to select multiple values (NOTE – the original values might get lost as you do this action)

Click Save, upon which the newly set next approvers will be notified.

Re-Trigger Approval

Important: Employee Record for instructions on how to give the enable the  [STA] Eligible For Retrigger Approval preference.

If 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.

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.”

INFlow 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.

Important: Be sure to set the accruals accounts in the INFlow Preferences page. These account are used in the Journals.

Refer to INFlow Preferences : 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

  1. 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.

  2. Find the correct script

    1. Navigate to Customization > Scripting > Script Deployments

    2. Choose the correct script in the filter area: [STA] SC INFlow Accrual Posting

  3. Open the script in Edit mode. Choose the Date and Subsidiary from the Parameters subtab

  4. Click Save and Execute.

  5. 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 in the beginning of next month.

Approval Emails

Once any new approver is set, INFlow sends out an email notification, using EMAIL TEMPLATE (PENDING APPROVAL) template from Inflow Preferences and sender as EMAIL SENDER.

There is a preference in INFlow Preferences called APPROVAL REMINDER EMAIL to choose how the reminders for the unapproved bills should be sent:

  • Single Reminder  – is approver does not approve transaction within the defined number of days in Inflow Preferences: EMAIL REMINDER DAYS field, approval email is sent again once.

  • Scheduled Daily Reminders – there is a scheduled reminder sent for all unapproved bills every night APPENDIX

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