Invoice Approval Workflow Proposal

Proposal summary

This proposal covers the scope of creating a new approval workflow for invoice records.

Requirement 

Neutrinos need to create a two-level approval flow for all invoices generated.

Our Solution

Prerequisites

Neutrinos will provide the user(employee name) and his role that needs to be used as the second level approver (anyone with Accounts Role).

Description of the task

Need to Deploy a two-level approval workflow on invoice records. The workflow will work as follows:

Approval Process:

1. A “Submit for Approval” button will be displayed to the user once the invoice is saved. Admin and the user who created the invoice can only see this button.
2. The user can send that Invoice for approval by clicking the “Submit for Approval” button at any time.
3. Once submitted for approval, initially it will be send for supervisor approval
   1. It will get routed to the Supervisor of the corresponding Sales Rep on the invoice record
   2. Approval details need to be saved in a custom record with the Approve Justification
   3. Invoice get locked for all users except Admin
   4. Supervisor gets intimated about the Approval on email
   5. The supervisor needs to open the invoice in Netsuite to Approve/Reject the invoice (If the supervisor is not defined for the sales rep, the any of the Administrator need to approve/reject the invoice on behalf of the Sales Head)
   6. When opening the record, Approve, and Reject with Reason buttons will be displayed to the supervisor user and administrator.
   7. If the supervisor Rejected by entering a reason, then it will get reverted to the invoice creator to make the necessary updates. 
   8. If approved, then the invoice will be sent for the next level of approval.
4. Then the workflow  will  be  routed to  the   next   level   approval of Accounts Team (Finance(Role-based) / CEO(A particular employee))
   1. Any of the Finance users who has access to the corresponding subsidiary  can view the Pending Approval invoice record on reminder portlet and the CEO(A particular employee) get intimated about the Approval on email
   2. One of the Finance User/CEO/Administrator needs to open the invoice in Netsuite to Approve/Reject the invoice 
   3. If anyone approved, then
      1. Users except admin will not be able to modify the approved invoice.
      2. All standard buttons will appear now. 
      3. The Standard “Approval Status” will become “Approved”
   4. If anyone Rejected by entering a reason, then it will get reverted to sales to make the necessary updates. 
   5. In every Approve and Reject action, the sales rep will get notified by an email 
   6. After any Reject action, users have to submit the invoice again for reapproval. So the approval process will be restarted from the beginning
5. Both the Approval stage can be approved by a user having Admin role

Assumptions

• The Approval Routing feature can be enabled for Invoices.
• The first level approver is the supervisor of sales rep in invoice, and the second level approver is anyone with Accounts Role.

Risks 

• We use a custom flow to change the Standard “Approval Status” field to Approved after the Accountant Approval. And we will change the custom approval status field to indicate the distinct statuses on each level, instead of changing the standard one.