Setting Up the Invoice Approval Workflow
Before you can use the Invoice Approval Workflow, complete the following actions:
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Enable the required features and preference. See Prerequisites.
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Install the NetSuite Approvals Workflow SuiteApp. See Installing the NetSuite Approvals Workflow SuiteApp.
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Set up roles and permissions. See Setting Up Roles and Permissions.
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Run the Invoice Approval Workflow. See Running the Invoice Approval Workflow.
Prerequisites
Before using the Invoice Approval Workflow, as an Administrator, make sure you enable the following features and preference:
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Go to Setup > Company > Setup Tasks > Enable Features, and enable the following:
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On the Employees tab, check the Approval Routing box.
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On the SuiteCloud tab, check the SuiteFlow box.
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Go to Setup > Accounting > Accounting Preferences. On the Approval Routing tab, check the Invoices box.
For more information about enabling features and preferences, see Enabling Features.
Installing the NetSuite Approvals Workflow SuiteApp
The Invoice Approval Workflow is included in the NetSuite Approvals Workflow SuiteApp. If you already have the SuiteApp, go to Customization > SuiteBundler > Search & Install Bundles > List to check if you have the latest version. On the Installed Bundles page, look for the SuiteApp with the following details:
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Bundle Name: NetSuite Approvals Workflow
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Bundle ID: 240841
Click the SuiteApp link to open the Bundle Details page. Under the Components tab, look for the Invoice Approval Workflow. If you still need to install the SuiteApp, use the same details to search for it on the Search & Install Bundles page. For more information about installing bundles, see Installing a Bundle.
This is a managed SuiteApp and is automatically updated whenever there are upgrades. Issue fixes and enhancements are available after the SuiteApp is updated in your account.
Setting Up Roles and Permissions
After you install the SuiteApp, these roles automatically get full permissions for Invoice Approval:
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CEO
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CFO
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Accountant
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Accountant (Reviewer)
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Bookkeeper
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Warehouse Manager
You must assign a supervisor as the approver for each invoice creator. For information about assigning supervisors, see Assigning a Supervisor to an Employee.
For more information about assigning roles and permissions, see Customizing or Creating NetSuite Roles.
Running the Invoice Approval Workflow
After you install or create your custom Invoice Approval Workflow, you need to run it by updating the release status.
To run the Invoice Approval Workflow:
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Go to Customization > Scripting > Workflows.
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On the Workflows list, do one of the following:
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If you're running the default workflow, click the workflow name, Invoice Approval Workflow.
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If you're running your custom workflow, click the Edit link for your workflow.
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On the Workflow subtab, located at the right side of the page, click the pencil icon.
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In the Workflow popup window, do one of the following:
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If you're running the default workflow, click Change Status.
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If you're running your custom workflow, in the Release Status field, select Released.
Important:Before running your custom workflow, disable the original Invoice Approval Workflow by setting the release status to Not Running.
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Click Save.
After running the workflow, go back to the list of workflows and check that the release status for Invoice Approval Workflow shows Released. For more information about running a workflow, see Release Status.