Accounts payable automation is only as strong as its workflows. What does it mean when AP automation software boasts a strong workflow, and how can you tell? Here are 5 key workflow features that should be in every AP automation software suite.
Workflow is established through rules, with each rule being a separate step that directs documents to an individual reviewer.
Having an unlimited step capability should be a basic requirement for organizations because it lays the groundwork for allowing you to match your workflow to your organization’s structure.
ReQlogic’s Advanced Policy module provides this for organizations, as there is no restriction on the number of steps that some products have. Documents can be routed anywhere in the organization as needed.
Whether the approval authority in a company is based on a series of hierarchical relationships or based on authorization levels depicted in a classic organization chart, workflow should be able to support your organization’s structure.
ReQlogic does this by representing an organization’s structure within its User and Department setup. Workflow rules are then created to support the configuration.
As you can see in the example, approval hierarchies can be defined for both individual user and their departments. This provides great flexibility allowing ReQlogic’s workflow to be configured in any number of ways to use the structure. For example, workflow steps can reference specific users or individual manager fields within the hierarchies. Approval limits for reviewers can also be referenced.
In most companies, requisitions, invoices, and expense documents each need to be reviewed and approved by a distinct, and in some cases completely different, set of individuals. Your product’s workflow should be robust enough to do this.
With ReQlogic, distinct workflow by document type can be created through conditional routing policies. The workflow below depicts a main policy that is assigned to all documents entering the workflow, identifying each of its conditional policies.
Each document type branches to a different conditional policy. This scenario provides an efficient means for assigning and maintaining workflow.
Although stability is essential in organizations, people do come and go, and you’ll need to accommodate that in your workflow.
ReQlogic makes this easy with a report that identifies every place within the product that a reviewer is defined. The ‘Reviewer Where Used’ report helps an administrator determine the scope of a personnel change, and then a tool allows administrators to make a personnel change automatically and quickly.
The replacement tool updates the User and Department Setup hierarchy in addition to the workflow steps themselves.
A product should have the visibility to base its workflow on Enterprise Resource Planning (ERP) data. ReQlogic can do this for Microsoft Dynamics ERPs when workflow rules need to be based on GL Account segments or Subaccount, vendors or vendor classes, item or item class, among many other data entities in Dynamics. This capability extends the power of the workflow engine back to the Dynamics ERP.
Your AP automation workflows should be flexible enough to conform to your organization, and not the other way around. If you’re struggling with AP automation workflows and are using Microsoft Dynamics ERPs, then let ReQlogic help you streamline your AP automation.
ReQlogic provides powerful automation and workflow functionalities to manage requisitions, invoicing, and employee expenses for Dynamics 365 Business Central, GP, NAV, and SL. Learn how you can control spend and drive efficiencies with this highly customizable procurement solution.