Vendor Invoice Approval Configuration

This guide outlines the steps to set up and customize the Vendor Invoice Approval system in Prism. You'll learn how to create approval roles, configure multi-tier approval settings, assign contacts, and link configurations to properties. By following this process, you'll establish an efficient workflow for routing vendor invoices to appropriate approvers based on predefined thresholds.

Please note, the permission "Can View all Vendor Invoices" is needed. 

Setting Up Vendor Invoice Approvals in Prism: A Step-by-Step Guide

(1) Create Approval Roles

1. Navigate to Admin > Roles
2. Create roles for each approval tier (e.g., Tier 1 Approval, Tier 2 Approval, Tier 3 Approval).
3. It is best practice to utilize clear naming conventions for each role

(2) Set Up Approval Configuration

1. Navigate to the Accounting module in Prism.
2. Go to "Approval Settings" on the far right.
3. Click "Create Configuration".
4. Name your configuration 
5. Choose your management organization if applicable.

(3) Add/Configure Approval Settings

1. Decide whether to require all approval tiers to approve items.
2. Click "Add Approval Tier"
3. Set up approval tiers
   1. Select the role for each tier.
   2. Set dollar amount thresholds for each tier.

4. Apply the configuration to relevant properties.

5. Click "Add Configuration" to save.

(4) Assign Contacts to Roles

1. Navigate to the My Properties module

2. Find and select the relevant property.

3. Click "Add Contact" for each approval tier.

4. Select the appropriate role (e.g., Approval Tier 1).

5. Choose the contact(s) for each tier.

6. Click "Add Role" to save each assignment.

(5) Link Approval Configuration to Property

1. While in the property page, navigate to "Settings" then "Work Orders."
2. Click "Edit"
3. Scroll down to find the approval configuration section. Toggle on Require Vendor Invoices on Work Orders.

4. Select the appropriate approval configuration from the dropdown.

5. Click "Save" to apply the configuration to the property.

6. Verify Configuration:

   1. Use the "View Available Configurations" option to double-check the setup.

   2. Ensure thresholds and tiers are correctly assigned.

That's it! You've now set up your vendor invoice approval process in Prism. This system will make sure invoices go to the right people for approval based on the amounts you've set.

If you need any help along the way, don't hesitate to reach out to our support team by emailing [e-mail] or submitting a form here.