We’re excited to roll out a significant update to our approval workflow: the Invoice Description field, designed to streamline and improve visibility of invoice details for all users.
A couple of years ago, we introduced the memo/description field on our approval screens to allow users to add important details to invoices. For purchase order (PO) invoices, we even automated the process by syncing the PO number from the ERP, making it easier to ensure consistency. This functionality is widely used across ERPs to handle processes like payments and checks.
However, based on feedback from customers during onboarding, we’ve made this field more prominent and integral to the approval process. Here’s what’s new:
Key Updates:
- New Header Field: The "Invoice Description" field is now a required element for all companies, ensuring it's always visible and actionable.
- Approval Process Halts if Missing: If this field is left blank, the approval process will halt, and the job will enter a pending state until completed.
- Flexible Prefill Options: The field will automatically prefill with a description based on a configurable template, which can include details like PO numbers, account numbers, or other relevant information. Users can edit or override this if necessary.
- Tailored to Your Needs: Some customers prefer having PO numbers auto-fill, while others may need account numbers. To accommodate different needs, the default template can vary based on job type, whether it's a "match" or "basic" job.
- Reduced Custom Development: By making this feature configurable, we provide greater flexibility to meet the unique needs of different customers without requiring custom development for each request.
This enhanced feature simplifies the approval process by ensuring all necessary details are captured upfront, reducing manual input, and helping prevent delays.
