Having the ability to accurately and flexibly reflect these exceptions in your company’s systems is key to maximizing your competitive advantage.
This is why the ApprovalMax platform has a number of features focused squarely on exceptions handling, helping to ensure your processes remain fluid and able to change without causing unnecessary delays.
In this post, we’ll be reviewing these features in a little more detail.
Feature One: Reject and Unapprove
There will be times when not every Bill or Purchase Order needs to be approved. Sometimes you need to reject it, or unapprove an already approved financial document.
ApprovalMax allows you to do just that, from behind your desk or on the go via our smartphone app.
The way the ‘unapprove’ capability works allows you to unapprove the request up until the point that the final approver approves it.
For example, if there are several steps in the approval workflow, the approval decision can be rolled back until the final approval occurs. At this point, the approved document is sent to Xero. If you must then undo the approval, you can mark the Bill as ‘void’ or, if it’s a PO, delete it.
Feature Two: Delegation
Sometimes you’ll be too busy (or on vacation) and you’ll need a colleague to pick up the slack. The Delegation feature allows you to hand over the approval decision making process to another approver.
The delegation event is captured in the audit log, showing that a decision has been taken on your behalf, and by whom, with the ability to leave comments if required.
Feature Three: Default Approver
This feature gives you the option to assign a Default Approver in order to prevent a scenario where new approval decision data appears – such as a new supplier, tracking category, etc. – but has not yet been reflected in the Approval Matrix.
For example, if a new supplier becomes available, a PO may be created mentioning them. But what if there are no rules defined in the Approval Matrix for said supplier?
To avoid any missed approval requests, the Default Approver feature ensures the PO request is sent to, you guessed it, a default approver for approval.
Feature Four: The Safety Catch
If you haven’t assigned a Default Approver, then the Safety Catch will come to your rescue. If enabled, it will set the default action to ‘Approve’ or ‘Reject’ for cases where no approvers are assigned in the Approval Matrix.
Feature Five: Force Decision
And finally, if you as the ApprovalMax administrator need to take a decision on behalf of a colleague, you can do so thanks to the Force Decision feature.
This helps you speed up the approval process and spread the workload at times when things are a little too hectic.
What’s more, you can run a report to see all financial documents approved by the administrator and missing the predefined approval workflow in the process.
Handle Approval Exceptions with Ease Thanks to ApprovalMax
Being able to handle process exceptions is crucial to implementing an effective and efficient workflow. These features from ApprovalMax provide you with a robust and complete set of tools to handle exceptions that cover a number of scenarios.