In invoice processing, invoice processors are responsible for processing invoices. However, you may also allow employees to upload an invoice or perform other actions on their own invoices, such as enter all required information before submission, and forward the invoice to another user.

You can determine which tasks employees can perform on invoices. By default, Perk lets employees perform these actions:

• Upload invoices
• Edit, delete, reject or recall invoices
• Forward invoices to other users
• Code all details of the invoice, including supplier, line items, PO

However, you can remove these permissions in the invoice settings (Settings > Invoice settings > General settings).

Prevent employees from uploading invoices

You can prevent employees (i.e. anyone without an invoice processor role) from uploading invoices via Upload button in the left navigation menu.

To turn this feature on, go to Settings > Supplier invoices > Invoice settings, and in General settings, select Prevent submitters from uploading invoices.

When you enable this feature, the Invoice upload button is removed from Spend > My tasks.

Prevent employees from editing, deleting, rejecting or recalling an invoice

Perk lets employees to upload and perform actions on their own invoices without having the invoice processor role. However, you can prevent employees from editing, deleting, recalling or rejecting invoices if required. This checkbox is usually used in combination with Prevent employees from uploading invoices.

Note: This feature does not apply to financial reviewers and invoice processors. They can always edit invoices.

In Settings > Supplier invoices > Invoice settings, General settings, if you select Submitters are not allowed to edit, delete, recall or reject invoices, employees can only view invoices in read-only mode. They cannot perform any action on the invoice, such as coding fields, submitting or recalling an invoice.

Employees can only see the invoice as read-only. All fields are grayed out and cannot be edited.

Caution: If you select this checkbox, employees can’t forward invoices in new, draft, and needs revision status to other employees. This gives you a stricter control and permission access over who can forward invoices.

Allow employees to code description, category, and cost object

Perk allows employees to upload, edit, recall and reject invoices by default. This means they can code all information that appears on the invoice, such as supplier, payment terms, amounts, and quantities.

However, you may want to restrict the information employees can enter. For example, a company receives all invoices centrally at a specific email address. The finance team (or the invoice processor) doesn‘t have all the necessary information to code the invoice, so they forward the document to someone else. However, you don‘t want them to edit anything else other than these three fields, which are critical for the accounting booking and the workflow. Perk lets you restrict editing to the description, category, and cost object fields.

Caution: If you have enabled Submitters are not allowed to edit, submit, delete, or recall invoices, this option is ignored.

To restrict the fields that employees can edit, go to Settings > Supplier invoices > Invoice settings, General settings and select the Allow submitters to code only invoice categories, cost objects and descriptions checkbox.

When employees view an invoice with this option activated, all fields except the invoice category, cost object, and description are grayed out.

Allow invoices only to be edited in new, draft or needs revision status

You may want to prevent employees from making changes to the invoice data after it has been submitted for approval or review by financial reviewers as it may have an impact on the data exported to the third-party system. For example, you may have set up your integration to send invoice data to the other system when the invoice is submitted rather than waiting for it to be approved and/or reviewed first.

With the Allow invoices only to be edited in New, Draft, or Needs revision status setting, you prevent everyone (i.e. employees, invoice processors, and financial reviewers) from editing any data in invoices unless the invoice has one of these statuses:

• New
• Draft
• Need revision

When they view a submitted invoice, all fields are grayed out and cannot be edited unless they send the invoice back (Needs revision status) or the employee recalls the invoice, if allowed.

This setting overrides the Managers are not allowed to edit invoices setting.