Defining Default Transaction Processors

Location:

Settings > Companies and Organization > Organization Structure,

Settings > Supplier Settings > Suppliers,

Contracts > Create Contract,

Requisitions > Product Catalogs

It is possible to define default transaction processors for different processing steps based on the organization structure, on the default data of suppliers, or contracts. Workflow Steps page Default Processors is used to specify where the default processors will be retrieved for the transaction type in question. For more information, see Workflow Steps of Transactions.

In the organization structure, default processors are defined by activating the relevant company or unit and by moving to the Default Processors tab. You can specify the organization structure default processors on company and unit level. For example, a purchase invoice or a contract related to a certain unit can be automatically sent to the right people for processing.

You can specify member level default processors for travel claims, travel plans, and contracts. For purchase invoices, no default processors can be defined at the person level.

If a person is defined as the default processor of a travel claim or travel plan, this means that when a travel claim or travel plan is entered for the person in question, the processor that is defined in the person information becomes the default transaction processor.
If a default processor for a contract is defined in the person information, it means that when this person is the person in charge of a contract, the processor that is defined in the person information becomes the default contract processor.

All default processors need not be defined at the same level. For example, review of purchase invoices can be defined at the organization unit level and approval of purchase invoices at the company level. Likewise, processors of different steps need not be set to process the same sections. For a purchase invoice, for example, you can set the reviewing step processor (the reviewer) for the supplier, and at the same time you can set the approving step processor (the approver) for the organization unit or for the company.

Default processors can be defined, in addition to the organization structure, for suppliers. To define the default processors for a supplier, enter them in the Processors field of the Settings tab on the Suppliers screen.

On the Purchase Invoice tab of a contract, you can specify the processors for a purchase invoice that has been assigned to a contract. The processors will be assigned to the purchase invoice if it is not automatically approved based on the contract.

The default requisition processors are primarily imported from the product group data, if this section has been selected in requisition processing steps.

If the travel claim and/or purchase invoice uses row specific approval of transactions, you can specify default processors also for the posting dimensions. For more information, see Approving transactions by row.

Note: The default processors will not be determined again after the transaction data changes if the transaction is saved as complete (it no longer has the "Incomplete" status). If the company of a saved transaction is changed, the processing steps of the new company are applied to the transaction and the previous default processors are removed from the transaction.

Tip: If a transaction is not given default processors, check from the transaction type workflow steps that correct selections have been made in the Default Processors section.