1. Order Management
  2. Billing and Invoices
  3. Invoices
  4. Custom Workflow Based Invoice Approval
  5. Invoice Approval Workflow
  6. Setting Up the Invoice Approval Workflow

Setting Up the Invoice Approval Workflow

Before you can use the Invoice Approval Workflow, you need to complete the following actions:

  1. Enable features and a preference. See Prerequisites.

  2. Install the NetSuite Approvals Workflow SuiteApp. See Installing the NetSuite Approvals Workflow SuiteApp.

  3. Set up roles and permissions. See Setting Up Roles and Permissions.

  4. Run the Invoice Approval Workflow. See Running the Invoice Approval Workflow.

Prerequisites

Before using the Invoice Approval Workflow, as an Administrator, be sure to enable the following features and preference:

For more information about enabling features and preferences, see Enabling Features.

Installing the NetSuite Approvals Workflow SuiteApp

The Invoice Approval Workflow is included in the NetSuite Approvals Workflow SuiteApp. Users with the existing SuiteApp can verify if they have the upgraded version by going to Customization > SuiteBundler > Search & Install Bundles > List. On the Installed Bundles page, look for the SuiteApp with the following details:

Click the link for the SuiteApp to open the Bundle Details page and look for the Invoice Approval Workflow under the Components tab. If you still need to install the SuiteApp, use the same details to search for it on the Search & Install Bundles page. For more information about installing bundles, see Installing a Bundle.

Note:

This is a managed SuiteApp and is automatically updated whenever there are upgrades. Issue fixes and enhancements are available after the SuiteApp is updated in your account.

Setting Up Roles and Permissions

After you install the SuiteApp, the following roles are automatically provided full permissions to Invoice Approval:

Important:

Be sure to designate a supervisor, to take the role of approver, for each invoice creator. For information about assigning supervisors, see Assigning a Supervisor to an Employee.

For more information about assigning roles and permissions, see Customizing or Creating NetSuite Roles.

Running the Invoice Approval Workflow

After installing or creating your custom Invoice Approval Workflow, you have to run it by updating the release status.

To run the Invoice Approval Workflow:

  1. Go to Customization > Scripting > Workflows.

  2. On the Workflows list, do either of the following:

    • If you are running the default workflow, click the workflow name, Invoice Approval Workflow.

    • If you are running your custom workflow, click the Edit link for your workflow.

  3. On the Workflow subtab, located at the right side of the page, click the pencil icon.

  4. In the Workflow popup window, do either of the following:

    • If you are running the default workflow, click Change Status.

    • If you are running your custom workflow, in the Release Status field, select Released.

      Important:

      Before running your custom workflow, be sure to disable the original Invoice Approval Workflow by setting the release status to Not Running.

  5. Click Save.

After running the workflow, when you return to the list of workflows, the release status for Invoice Approval Workflow should display Released. For more information about running a workflow, see Release Status.

Related Topics

General Notices