Workflow Overview

Location: Workflow > Workflow Overview

The Workflow Overview reporting function offers a clear overview of the transactions that have been saved in the application. The function makes it easy to track the number of transactions and the purchase invoice types. The invoice type can be used for tracking the proportion of e-invoices in scanned invoices, for example. Workflow Overview is a paid license feature.

The Workflow Overview function enables tracking the following details:

The number of transactions in the application
Itemization of purchase invoices by number and percentage based on invoice origin
Forecast for expiring transactions
Average transaction processing times
Overview of the transactions in different workflow steps.

Note: Workflow Overview displays the details of the transaction types that the license enables.

Initiating a report

The Workflow Overview page is blank when it opens. In the Organizational Level menu, select a reporting level and initiate the report by clicking Update. Once the report is complete, the information is displayed on the screen. The selected organizational level can be an individual company or a group of companies, and the All option selects all the companies to which the signed in user has access rights. The organizational levels that can be selected are determined by the user's access rights. The selected organizational level is used by default the next time the user opens the Workflow Overview function. Once the report is complete, you can change the organizational level and initiate a new report. The content of the report is divided into the following sections:

Expiring Transactions

The Expiring Transactions section displays the number of expiring transactions and the non-discounted sums in the company's home currency. The report compares the invoice due date to the report execution date. The information is grouped in the report as follows:

Expired = The due date is in the past
Today = The due date matches the report execution date
1–7 days = The due date is 1–7 days after the report execution date
8–14 days
15–21 days
22–30 days
Over 30 days

The report does not calculate the total transaction amounts if the organizational level in the report is a group of companies or the "All" option and the companies have different home currencies. The Amount row displays the notification "Calculation could not be performed". In this case, run the report by using an individual company as the organizational level.

Processing times

The Processing Times section displays the average transaction approval time. The report compares the date of saving the transaction to the date of marking the transaction as processed. The information is displayed by transaction type as a percentage per processing time.

Transaction Status

The Transaction Status section displays an overview of the number of transactions in flow, itemized by the status.

Number of Transactions

The Number of Transactions section displays the number and percentage of the transactions saved in the application. Furthermore, purchase invoices are itemized by the invoice type.

Note: The report only includes the transactions that have been saved by a recent enough version of the application (that supports the number of transactions). This report does not include the events that have been saved by older application versions.

The information in the Number of Transactions section is displayed according to the "Saving date" filter. By default, the start date is the current day -30 days and the end date is blank. Thus, the report will include the events that have been saved in the past 30 days.

The saving date filter can be changed, for example for viewing the number of transactions saved in a specific month or year. The Update button next to the Saving date fields only affects the content of the Number of Transactions section.

The number of transactions takes into account all of the transactions that are saved in the application. For purchase invoices, the time of saving is the moment the purchase invoice is saved in the application with the "Incomplete" status. For other transaction types, the time of saving is the moment the transaction status changes to "Saved".

The Purchase Invoice Type section displays the type of the purchase invoices saved in the application according to the invoice origin, as well as a percentage of all of the purchase invoices during the reporting range. Itemization:

E-invoice = E-invoice sent by an invoicer
Scan & Capture Service = Invoice scanned by an external scan & capture service
Basware CloudScan = Invoice scanned via Basware CloudScan
Basware CloudScan self-validation = Invoice scanned via Baswaren CloudScan self-validation
Basware Supplier Portal = Invoice received via Basware Supplier Portal
Created based on a contract = Invoice created based on a contract (self-billing)
PDF = Invoice saved in PDF format
TIFF = Scanned invoice saved via the Recognize Purchase Invoices function
Unknown = Invoice origin could not be identified

To identify invoices generated by a scanning service, Basware CloudScan, Basware CloudScan self-validation and Basware Supplier Portal, it is necessary to specify identification settings in the Invoice Type Recognition function.