Invoice workflows

You can find a ZIP file at the bottom of this article with workflows for invoice processing.

Workflow 1: PO, Overspent, Non PO line items, and SAP Approval

The invoice is submitted to the approval flow. It is checked if it is a PO or not. It checks for overspending. If so, an error message is returned. It checks if there are non-PO lines. If so, it requires a special cost object approval (SAP approval).

Note: Depending on the invoice amount, different approver is assigned in SAP and populated in the approver field in Perk. A custom JSON rule is used for this attribute.

Workflow 2: PO and cost object

The invoice is submitted to the workflow. If it is a PO invoice, goes to In review. If it is not a PO invoice, a standard cost object flow is executed.

Workflow 3: Cost object with hierarchical escalation and supplier auto-approval limits

This workflow involves a standard cost object workflow, with a hierarchical escalation based on the approval limits of the cost objects. Auto-approval limits per supplier is enabled.

Workflow 4: PO and cost object with hierarchical escalation with additional escalations based on amount & cost object custom fields

The invoice is submitted to the workflow. If it is a PO invoice, goes to In review. If it is not a PO invoice, a cost object flow is executed. For some cost objects, depending on certain threshold, a third approver is required.

Workflow 5: Tag-based approval with additional property-based approval if threshold is higher than 1000

On the invoice, a tag named after the first level of approval is selected. If the invoice amount is greater then 1000, an additional approval process follows: approver based on property on the user profile (checkbox).

1. Tag approver: all tag approver need to approve (no approver on tag is allowed).
2. If the threshold is greater than 1000, then the invoice is forwarded for further approval to organization leader: only one of several need to approve.

Workflow 6: Cost-object approval with hierarchical escalation, combined with tag approval for a specific tag dimension when invoice > 150,000

This workflow takes the standard cost object approval flow including hierarchies into account first and then goes on with the tag approver if the invoice amount is greater than 150,000.

Workflow 7: Cost object approval with additional approvals required depending on custom invoice attributes

This workflow performs 3 different approval routings depending on conditional nodes:

1. If Development training & Multiple attendees invoice custom attribute checkboxes are ticked -> only HR role approval (custom user attribute Is HR) required followed by Finance review.
2. If Development training and just one attendee -> cost object approval followed by HR role approval and Finance review
3. If no development training -> only cost object approval followed by Finance review

Workflow 8: Multi-level / Custom tag approval plus line manager

This workflow involves a standard tag approval, which is extended by additional custom tag approver (custom attribute on tag level). Following an additional condition of invoice amount > 25,000, an additional line manager approval is required, followed by Finance review.

Workflow 9: Tag approval with notifications for duplicate and account mismatch

This workflow involves a standard tag approval with a pop up warning before approval if it is a duplicate invoice or account mismatch.

Workflow 10: Line manager approval with different auto approval levels

This workflow means that all invoices below 30k need to be processed via line aanager approval and all above 30k need to go to Finance directly.

Line managers for invoices have Auto Approval thresholds. It combines the escalation of Line Manager Approval with a Tag Approval and set Tags for the different Auto Approval Limits: EUR 7,500 / EUR 15,000 / EUR 30,000

Workflow 11: Cost object with submission to own CO & amount validation

This workflow performs cost object approval with: 
- Auto approval for submission to own cost object
- Auto approval for amount validation (1000 CHF)

Workflow 12: PO, coding, SAP approval and tag approval

This workflow includes various & complex use cases: pre-approval from SAP, with & without cost object and/or category present, tag approval, SAP approval.

Workflow 13: Multi-amount specific approval process with custom roles

Different approval processes depending on submitter and threshold with custom roles (customInformation).

Expense workflows

You can find a ZIP file at the bottom of this article with workflows for expense processing.

Workflow 1: Cost object approval, static approver and line manager combination

Depending on the cost object type assignment (SAP custom attribute), different business approver needs to be assigned, before finance review:

1. Expense assigned to workOrder -> static group approval
2. Expense assigned to costCentre -> line manager approval
3. Expense assigned to wbsElement -> cost object approval

Workflow 2: Cost object with additional custom information-approval based on category and amount validation

Due to Malaysian regulations, you need to pay medical expenses up to a certain amount. For those expenses, you want not only the cost object owner to approve, but also HR. For amounts greater than 1000 MYR, the HR lead needs to approve.

If category Medical or Dental/Optical is selected in category ID or split Category, after the cost object approval all approvers with the property MedicalApprover are assigned. If the amount is greater than 1000 MYR, it will require an additional approval by a user with the property HR Lead.

Workflow 3: Line manager approval with different finance review strategies for privately paid expenses & company card expenses

This workflow uses line manager approval. Privately paid expenses are auto-reviewed and company card expenses have manual review required.

Workflow 4: Line manager with multiple approvals depending on custom attributes on expense and user level

This workflow uses line manager approval. Depending if custom expense attribute is checked (“Development training”), additional HR approval may be required using the custom user attribute “IsHR?”, followed by finance review.

Workflow 5: Line manager but skipping if certain category is selected on the expense

This workflow uses line manager approval. A category has been set up where no approval is required. Whenever this category is selected in an expense, the approval process is skipped and the expense is sent directly to Finance.

If the expense is split into multiple categories this workflow only works if the defined category is the main category on the expense. For example, if category A is selected then skip approval flow. If the expense is split into main category A and additional category B, the approval flow is skipped. If the main category is B and the additional category is A, then the approval flow is NOT skipped and the line managers have to approve.

Note: You need to change the category ID; otherwise, it will not work. Category IDs are specific to your organization.

Workflow 6: Line manager, tag approval, auto-review if no warnings

This workflow involves line manager approval with a tag approver (=”central group”) based on the department/section selected on the expense.

• Perk Workflow Library - Invoice workflows.zip50 KB
• Perk Workflow Library - Expense workflows.zip30 KB