Task List
Processing the Transactions of a Task List
Setting a Transaction as Waiting
Transaction Transfer to Another Person
Processing Transaction Attachments
Changing the Invoice Data upon Processing
Closing a Requisition Transaction
Users can have purchase invoices, requisitions, travel plans, travel claims, and contracts processed in the application. Depending on the needs of the organization, necessary process steps can be defined for each transaction. Processing steps may include, for example, checking purchase invoices, approving purchase invoices, checking travel claims, etc. In this guide, the common name Transaction is used for different types of transactions. If a function is possible only for a particular transaction type, the transaction type name is used in instructions.
The application sends a reminder by e-mail to all users who are processors in the active step of a transaction. This message contains a link to the user's Task List. Information on transactions is only sent once. The message is not sent to users who are marked as absent.
Task List
In the Task List, all transactions of a single user that await processing are shown. If the user has the correct rights, he/she can complete the transaction's Basic Data or Posting Data upon processing.
- Waiting for Processing shows transactions that have not yet been processed by their processors, or which the processor has set to wait. All preceding processing steps must be approved before a transaction is shown in the user's Task List in the Waiting for Processing status.
- If the workflow steps for a transaction are for example Review and Approval, the approver will see the transaction in his/her task list with the Waiting for Processing Status only when the checker has checked the transaction. If the reviewer sets the transaction as Waiting or rejects it, the transaction is not forwarded to the approver before the reviewer approves it.
- A transaction that has been transferred to a backup person is also visible to the original processor with the Waiting for Processing Status until the backup person or the original processor processes the transaction. When the backup person or the original processor processes the transaction, the processing step of the transaction for the other person is changed to Informative Flow. In this case the transaction is shown with the For Information status and the transaction in question does not necessarily have to be processed.
- The processor of the For Information step will be the transaction on his/her task list with the For Information status as soon as workflow has started, regardless of what the processors of other workflow steps see. For Information step processor cannot reject the transaction or set it as waiting, he/she can only approve the transaction. The actions of the For Information step processor have no effect on the workflow or on the transfer to payment of the transaction. The transaction is shown in the task list of the Informative Flow step processor until the transaction has been archived or until the Informative Flow step has been approved. Any For Information transactions processed by the user are visible under the Oldoption.
- Old option shows the transactions that the user has processed, i.e., approved or rejected. Any For Information transactions processed by the user are visible under the Old option.