INFlow Approval Process
Bulk Approval | INFlow Portal List View Approval
Navigate to INFlow > INFlow Approval > Approve AP Transactions to view the list of bills and bill credit that the user needs to approve.
Navigate to INFlow > INFlow Approval > Approve Purchase Orders to view the list of purchase orders that the user needs to approve.
Please contact support@staria.com if you want to enable the approval of purchase orders using the INFlow portal.
Filtering the list view
Fill out any of the search criteria and click “Filter Results”. The list will refresh and display transactions that match the search criteria.
Important:
Related preference: General Preferences
Page number – The list of transaction per page are in multiples of 25, 50 and 75 transactions. Please contact your INFlow administrator to change the current number of transactions that display per page.
Transactions that are already submitted to the script processing queue will no longer be displayed in the list of transactions.
Sorting the list view
Select which field to sort the list by using the “Sort By” field.
Check the “descending” checkbox to change the sorting order to descending. The list sorting order is ascending by default.
The options available in the “Sort By” list field is dependent on which field columns are displayed in the transaction list.
Page number
The number of transactions displayed may exceed the maximum number of transactions listed per page. Select the page number to navigate through the different lists of transactions pending approval.
Select All
Check the select all checkbox to mark all transactions in the current page being displayed.
Bulk Approval/Rejection
Select 1 or more transactions that you want to approve. You can also click on the select all box to check all transactions on the current page.
Click the Approve or Reject button.
Close
Click the close button to go back to the NetSuite homepage.
Single Approval | INFlow Portal Transaction View Actions
The transaction view allows the user to review the details of the transaction in NetSuite alongside the PDF file reference.
There are three ways for the user to access the transaction view from the INFlow portal Approve AP Transactions page.
View Button
Clicking the View button will open the transaction to a new tab in view mode. The “Edit” button is also available on view mode if your administrator allows editing of transactions.
The INFlow Portal transaction view form is not designed to replace the Netsuite full access transaction. The editing capabilities are limited.
Adding new transaction lines in the transaction item sublist is not supported.
Editing of tax code and tax rate is not supported.
Support for drop-downlist is limited to fields with less than 500 field values.
View Transactions Button
The user selects each transaction that they want to view. After selecting the transactions, the user clicks the View Transaction button. The user is redirected to the transaction view and the first selected transaction is displayed.
Previous and Next Buttons
The previous and next buttons are represented by the left and right action buttons respectively. These buttons are located in the upper right corner of the transaction view.
Clicking on the Previous button will bring the user to the previous unapproved transaction in the approval queue.
Clicking on the Next button will bring the user to the next unapproved transaction in the approval queue.
The Previous button will not be displayed if the user is viewing the first transaction in the approval queue.
The Next button will not be displayed if the user is viewing the last transaction in the approval queue.
View (Amortization Schedule) Button
If you are using the latest INFlow portal version. You can enable this feature by editing your advanced form configuration record.
Check the “Show Amortization Schedule“ checkbox.
please contact support@staria.fi. for assistance.
When viewing a transaction in the INFlow portal, scroll down to the transaction lines. Look for a line with an amortization schedule. Click the View button.
The amortization schedule details will open in a pop-up window.
Edit Button
Clicking the Edit button will open the transaction to a new tab in edit mode. The “Save” button is available in edit mode. The user will have the ability to make changes to the editable fields of the transaction.
Important: Do not forget to click the “Save” button after making changes to the transaction.
Approve Bill Button
On View mode: Click the Approve or Approve Next button.
On Edit mode: Click the Save & Approve button.
The page will process the approval and display an Information notice telling the user not to refresh the transaction until it reloads.
After the page reloads, the INFlow approval buttons will no longer be displayed for the current user, the approval status and the Approval History will be updated.
Reject Bill Button
Click the Reject or Reject Next button.
The page will process the rejection and display an Information notice telling the user not to refresh the transaction until it reloads.
After the page reloads, the INFlow approval buttons will no longer be displayed, the approval status and the Approval History will be updated.
Clicking on the “Back” button will bring the user back to the Transactions pending approval list view.
Related How-to article: INFlow Portal: How to make approval and rejection notes mandatory?
INFlow Portal Transaction View Expense Line Splitting
This feature allows the user to “split” one expense line into two or more expense lines. This gives the user the ability to instantly allocate one expense line into multiple business segments.
From the INFlow portal transaction view:
Navigate to the Expense and Items Subtab > Expenses sublist.
Click the Split Line button on the expense line that you want to split.
The Line Splitting pop-up windows will be displayed. The user inputs the number of lines to split into and selects how to split the lines. There are four ways to split the line.
The user will be redirected to the line splitting page. The user needs to enter line split details for each line. The user can also edit the segments for each line (department, class, location).
Click Save. This will bring the user back to the transaction view. The selected expense line is now replaced by the new expense lines.
Important: Please fields can be editable based on the INFlow Preferences of the subsidiary. Contact your administrator to see if field editing can be enabled for the field you are trying to edit.
Line Split Options
Amount – The user manually enters the amount for each new line. The sum of the (Line Split) amounts must always be equal to the total line amount.
Percentage - The user enters the percentage of the line amount that will be allocated for each new line. The sum of the (Line Split) percentages must always be equal to 100%.
Weight - The user enters a proportion for each new line. For example, if you enter 100, 300, 400 on three lines, the system would allocate the source amount to the destination lines based on the calculated percentage: 12.5% (100/800), 37.5% (300/800), 50% (400/800).
Enter the weight of the line in the (Line Split) Weight field.
Click the “Calculate Allocated Amount” button after entering the weight for all lines.
Distribute - The transaction line amount is divided evenly across the number of new lines to be created.
Important: Expected behavior for non-terminating decimal percentages for Weight and Distribute line split options.
The sum of the new expense lines always need to be equal to the total line amount.
The last expense line will be adjusted if there is a decimal amount left unallocated because of non-terminating decimal numbers in the calculations.
Weight: (Line Split) Allocated Amount = ((Weight/Total Weight) * Transaction line total) + Unallocated amount
Distribute: (Line Split) Allocated Amount = (Transaction line total / Number of lines) + Unallocated amount
Example:
Line Amount: 1000
Line Split Method: Distribute
Split Lines into: 3
Line 1 (Line Split) Allocated Amount = 333.33
Line 2 (Line Split) Allocated Amount = 333.33
Line 3 (Line Split) Allocated Amount = 333.34
Sending a Transaction to an Additional Approver
The current approver of the transaction can choose to add an additional approver for the transaction.
An additional approver is someone who you would want to approve the transaction even if they are not part of the approval process of the current transaction.
Edit the transaction.
Select the name of the employee that you want to assign as the additional approver.
A message prompt will explain the next steps. Click OK.
Save the transaction.
Click the “Send to Additional Approver” button.
The Approve button for the transaction will not be available for you until the additional approver approved the transaction.
Approval History
This page can be used to review the approval history records made by each approver for each transaction. An approval history record is created each time an approver clicks on the Approve button for a transaction.
Navigate to INFlow > INFlow Approval > Approve History
Filtering the list view
Fill out any of the search criteria and click “Filter Results”. The list will refresh and will display transactions that match the search criteria.
Important:
Related preference: General Preferences
Page number – The list of transaction per page are in multiples of 25, 50 and 75 transactions. Please contact your INFlow administrator to change the current number of transactions that display per page.
View button
Clicking on the view button on one of the approval history records will let the INFlow portal user view the transaction related to the approval history record. This is where the user can review the current INFlow approval details for the transaction.
Update Leave Schedule
Navigate to INFlow > INFlow Approval > Update Holiday Schedule
Check the On Leave box and fill out leave details.
Click Submit.
Clicking on the submit button will update the related employee record.
INFlow will assign the alternate approver instead for all transactions that will assign the Employee on leave as the next approver. This will be the case for all transactions created within the leave start and end dates.
Important: This feature is NOT retroactive. All existing transactions assigned to the Employee on leave prior to the update of the leave schedule will remain. The employee needs to approve all transactions assigned to them before they start their leave.
Field Name | Description |
On Leave | Check this box if employee is on leave. If Leave Start Date and Leave End Date are also set, these will be followed |
Alternate Approver | Set alternate approver. If employee is on leave, all incoming bills will be routed to that approver instead. |
Leave Start Date | Set start date of leave |
Leave End Date | Set end date of leave |
The INFlow Portal transaction view form is not designed to replace the Netsuite full access transaction. The editing capabilities are limited.
Adding new transaction lines in the transaction item sublist is not supported.
Support for drop-downlist is limited to fields with less than 500 field values.
For questions or concerns, please contact support@staria.fi.