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Setting up a cost center-based release

In this article, we will walk you through how to set up a release based on cost centers. At the end of the article, you will have set up a release step in d.velop smart invoice that reacts dynamically to the cost centers entered for the line items and thereby determines the persons responsible for release.

There are three steps necessary to set up a release step based on cost centers:

  • Create a new release matrix. The release matrix defines who is responsible for which cost center.

  • Create a new step for the release and connect the step to the release matrix.

  • Integrate the new step into the workflow.

Creating a release matrix

A release matrix dynamically determines the appropriate releaser based on the detected invoice information, such as the cost center. The first step is to create a new matrix and add the Cost center column as a decision criterion.

This is how it works

  1. Navigate to the d.velop smart invoice administration interface.

  2. Click Matrices in the main navigation menu.

  3. Create a matrix using the New matrix button. Give the new matrix the name Release by cost center and save.

  4. Select the Cost center field under Add column and click Add column.

  5. Click Save.

Adding rows for assignees

You have already created a new matrix with the column Cost center. The next step is to add rows to the matrix that define which releaser is responsible for which cost center. Suppose that the user John Smith is responsible for cost center 2000 and is allowed to release costs up to EUR 5,000.00 for this cost center.

This is how it works

  1. Navigate to the d.velop smart invoice administration interface.

  2. Click Matrices in the main navigation menu.

  3. Click the Release by cost center item (the name of the matrix you just created).

  4. Click Add row.

  5. Select the user John Smith.

  6. Enter the value 5000 in the Limit field.

  7. Enter the value 2000 in the Cost center field.

  8. Save the new row.

You can create additional persons responsible for various cost centers in the same way, i.e. by adding additional rows to the matrix. For more details on matrices and what they can do, see the background article.

Once you have created the release matrix, you need to add a release step to the workflow and connect it to the matrix.

Creating a new step

Suppose that you have already set up steps for verification and for accounting. You want the verification to be followed by the release. Released documents are to be forwarded to the accounting department. If release is denied, the document should be routed back to the factual reviewer.

First, you have to set up a new step of type Release.

This is how it works

  1. Navigate to the administration interface for the workflow.

  2. Create a new step by selecting Steps > New step.

  3. Give the step the name Release.

  4. Select Release as the type for the new step.

  5. Under Matrix, select the matrix you just created, Release by cost center.

Configuring actions

Next, you have to specify what the actions for the new step should be. To do this, create two new actions, Nextand Reject.

This is how it works

  1. Navigate to the Actions tab for the new step.

  2. Create a new action and give it the name Next.

  3. Select a check mark for the icon and set the action type to Accept.

  4. Within the new action Next, create a new connection and give it the title To accounting.

  5. Select the Accounting step as the destination for the connection.

  6. Enter the value true as the condition.

  7. Create another action and give it the name Reject.

  8. Select an X for the icon and set the action type to Reject.

  9. Create a new connection within the new action Reject and give it the title Back to verification.

  10. Select the Verification step as the destination for the connection.

  11. Enter the value true as the condition.

Creating a new action with a new connection

Next, you need to make sure that the new step Release follows the verification.

Below you will create a new action Next with a new connection. You can also modify an existing connection.

This is how it works

  1. Navigate to the Verification step.

  2. Switch to the Actions tab.

  3. Create a new action with the name Next.

  4. Select a check mark for the icon and set the action type to Accept.

  5. Within the new action Next, create a new connection and give it the title To release.

  6. Select the Release step as the destination for the connection.

  7. Enter the value voucher.verified? as the condition.

You have now successfully added the new step Release to the workflow and connected it to the release matrix. If an invoice is sent from verification to release, d.velop smart invoice automatically determines the correct releasers based on the cost centers and amounts entered.