Proposal summary

This proposal describes the Vendor bills Approval in Netsuite.

Requirement

Swyft would like to add single-level approval to the Vendor Bills based on role.

We need an administrator role in the SWYFT sandbox.
Swyft has to give the role that we can use as an approver role in workflow and also need to provide the accounting staff users list in order to provide the “Submit for Approval” permission.

The solution can be achieved by deploying one workflow in the vendor bill.

Initially, when a bill is created, the workflow will set the status as pending approval.
The submit for approval button will appear in view mode of the bill and only for the accounting staff users in the list provided by swyft and for the administrators.
Once the user Submits it for approval by clicking the provided button, an Approve and Reject button will be displayed for Approvers including Admin Users.
We will create one search containing all bills to Approve/Reject and give the search link to Swyft. Swyft users(approvers) can add this search to their dashboard as a reminder. So approvers can view the list of bills that are waiting for the approver and can approve/reject the bills.
If the Approver clicks the Approve button, the status of the bill will change to Approved. And an email will be sent to the user who submitted the Bill for approval
If the Approver clicks on the Reject button, then the status will change to Rejected and send an email to the user who submitted the Bill for approval to notify them that the bill is rejected. Also, the bill will go back to submit for approval.

In approval workflows, usually, an email will be sent to approvers if the user clicks on submit for approval button. But in this case, as per the swyft requirement, multiple users can be approvers, so if one approver approves the bills and after another approver checks the bill, the bill may already be approved or rejected. So then it makes the user confused. So we will be implementing another solution by Reminder on the dashboard.
We will create one search containing all bills to Approve/Reject and give the search link to Swyft. J&J will not publish the dashboard. Swyft users(approvers) can add this search to their dashboard as a reminder. So approvers can view the list of bills