Vendor Approvals (BC365)

overview the vendor bank details approvals feature provides a robust and secure method for managing changes to vendor bank account information within intacct this approval process ensures data accuracy, minimizes the risk of errors, and enhances security by requiring authorization for modifications to your vendor's banking data approval workflows to customize the approval process, you can define approval workflows that dictate how different types of changes are routed for authorization accessing approval workflows log in to the fispan portal at sys fispan live on the control center, click on vendor record approvals workflow creation once you are on the vendor record approvals page, click on let's get started give your workflow a descriptive name you can then select which entities you would like the approval workflow to apply to you can establish up to three levels of approval at each level, you can specify up to five potential approvers furthermore, you can determine the number of approvals required at each level to proceed best practice avoid having a single approver at any level or an equal number of approvers and required approvals this ensures that the process isn't blocked if someone is unavailable to approve once you are happy with the information you have entered, you can select save new workflow workflow modification you can edit existing workflows to adjust the workflow click on the workflow you would like to modify make you desired modifications, and click save changes note changes to a workflow only apply to future approval requests existing requests in progress will follow the original workflow workflow restrictions modifying the entities associated with a workflow will disable any other workflows that were previously applied to those entities similar to making edits to workflows, all future requests for these entities will go through the new workflow, existing requests will remain untouched workflow deletion if a workflow has pending approvals, it cannot be deleted until those approvals are resolved to delete a workflow, click on it then click delete workflow a popup screen will appear click yes, delete workflow workflow disabled to disable a workflow, click on the enable flow toggle then click save changes note this will only disable the workflow for future requests for this entity existing requests will not be impacted approvals accessing pending approvals navigate to the vendor approvals page within the business central plugin by default, you'll see all pending approval requests for your organization to view only the requests assigned to you, click the show assigned to me only filter to review a specific request, click view this will display key information such type of change whether it's an update to existing details, a new vendor bank detail, or a deletion of a vendor bank detail requested date the date and time the change was submitted requester the user who initiated the change detailed breakdown a comprehensive view of the proposed changes, addition or deletion to the vendor's bank details approval process to approve a request click approve to authorize the proposed changes the request will either progress to the next level in the approval workflow (if multiple tiers are configured) or, if you are the final approver, the vendor's bank details will be updated accordingly in the payment methods page to reject a request click reject to deny the proposed changes important rejection is a terminal action once rejected, the changes are permanently blocked, and no further approvals can override this decision you will be required to provide a rejection reason since rejections are terminal, the request will not be routed to any other approvers and the proposed changes will be reverted erp synced changes rejection disabled for changes that originate from your erp system (erp synced changes), the "reject" button will be disabled rationale this restriction is in place to prevent accidental overwrites or conflicts with the data in your erp maintaining consistency between the plugin and your erp is crucial resolution if an erp synced change needs to be reversed or modified, the initiating user must make the necessary adjustments directly within the erp system impact to workflow when an approval request is created by modifying a vendor's bank details, the following updates happen within your plugin pay bills page when a vendor has a pending change, payments will not be able to be processed for this vendor this is to ensure that tthe vendor has the most up to date information before payments are processed a warning icon and greyed out checkbox will prevent these vendors from being paid payment methods page on the payment methods page, the vendor will have an icon identifying there is pending changes if you click on the vendor, you will see the record that has been changed is highlighted furthermore, if you open the record, you will see all fields are greyed out and cannot be edited approvals history the approvals history page maintains a comprehensive log of all approval requests, including both those that were approved and those that were rejected to view more details about a request, you can click view and see the following date and time when the approval or rejection occurred user the individual who approved or rejected the request reason any comments or explanations provided for the decision source the origin of the change request (e g , manual update, import) approvals history export you can export the approvals history for record keeping or analysis the export file includes modified on date the change was made vendor vendor name type of change updated, added, deleted user email user who initiated the change reviewed by user emails who approved or rejected the change approval/rejection time time when the final approving user reviewed the change or rejection was sent status approved or rejected previous entry what the entry looked like before it was changed this would be empty if the history log item is for a new record being created proposed entry what the entry looks like after a change was initiated or rejected if entry was rejected, this is the change that was proposed if the entry was approved, this is the change that was accepted reason for rejection the rejection reason provided by the rejecting user this will be empty if the record is an approved item to generate this export, click the export button on the approvals history page faq can i reject erp synced changes? no, rejection is disabled for erp synced changes to prevent data inconsistencies contact the user who initiated the change to resolve any issues what if i accidentally reject a valid change? rejection is a terminal action if a change is rejected in error, the initiating user will need to resubmit the request