It is possible to set substitutes to invoice circulation to approve and/or verify invoices in order to keep the circulation on-going despite of holidays and other leaves and absences. Substitutes can be set on Personal info and settings view (Person-icon on the top right corner > Personal info and settings) or on Invoice circulation management view that can be accessed by choosing Management > Company info > Invoice circulation management.
Settings and user rights needed for substitutions
- If the users are wanted to set their own substitutes, the setting Invoice circulation substitutions: Allow users to set substitutes for themselves from Personal Info and Settings view must be enabled on the Invoice circulation management view. When the setting is enabled, users can set their own substitutes on the Personal info and settings view.
- User who has All rights to Company info can set substitutions on Invoice circulation management view.
- The user, who will be set as a substitute, must have sufficient user rights to purchase invoices and to approving and/or verifying invoices. If the user has user rights limitations, such as, Search for personal approvals only, Procountor will give a notification about that when setting the substitution.
- User cannot set a substitute for him/herself for a time period, when he/she already is a substitute for some other user. I.e. substitution cannot be transferred to a third user.
- When a substitute is set for a user, all invoices that are waiting or arriving for approving and/or verifying are visible for the original user and the substitute. Both of them are able to approve and/or verify the invoices.
- Substitution function cannot be used, if the company is using the Dimension-specific limitation of user rights.
Setting a substitute
User setting a substitute for him/herself
1. In order to enable users to set substitutes for themselves, the the setting Invoice circulation substitutions: Allow users to set substitutes for themselves from Personal Info and Settings view must be enabled on the Invoice circulation management view (Management > Company info > Invoice circulation management).
2. Go to Personal Info and Settings view (Person-icon on the top right corner > Personal info and settings).
3. Select the Set Substitute field on the Absences section.
4. Set the start and end dates.
- Start date must be the current day or the day in the future.
- End date can be the same day as the start date or in the future from the start date.
5. Select the substitute/substitutes for approving and/or verifying.
- Users showing in the drop-down menu have already been validated and they have the user rights for approving/verifying.
6. Add notes if necessary.
7. Save with the Save button.
- The users, that the set substitution concerns, will receive an email, if they have not disabled email notifications in Procountor. Notifications will be sent in the following situations:
- A new substitution
- A change in the substitution
- A removed substitution
- A reminder of a starting substitution (if the substitution starts later than the same day or one day after setting the substitution)
8. When substitution is set, it will show in Substitutes section of the Invoice circulation management view.
9. Substitutions that have been set can be edited on the Personal Info and Settings view or on the Invoice circulation management view.
Setting a substitute for another user
1. Go to Invoice circulation management view by choosing Management > Company info > Invoice circulation management.
2. Click on Set new substitute button in the Substitutes section of the view in order to start setting a new substitute.
3. Select the user, for who the substitute is wanted to set to the User name field.
4. Set the start and end dates.
- Start date must be the current day or the day in the future.
- End date can be the same day as the start date or in the future from the start date.
5. Select the substitute/substitutes for approving and/or verifying.
- Users showing in the drop-down menu have already been validated and they have the user rights for approving/verifying.
6. Add notes if necessary.
7. Save with the Save button.
- The users, that the set substitution concerns, will receive an email, if they have not disabled email notifications in Procountor. Notifications will be sent in the following situations:
- A new substitution
- A change in the substitution
- A removed substitution
- A reminder of a starting substitution (if the substitution starts later than the same day or one day after setting the substitution)
8. When substitution is set, it will show in Substitutes section of the Invoice circulation management view.
9. Substitutions that have been set can be edited on the Invoice circulation management view.