General use of BatchFlow (web)
- Morten Kjær
In this overview, you will find information and guides for all the functions and buttons used most frequently in the daily use of BatchFlow. You can use BatchFlow.dk on both PC, MAC, mobile, and tablet devices.
BatchFlow does not have a dedicated Android / iOS app, but on most mobile phones, you can add http://BatchFlow.dk to your home screen, for example by following this Guide.
BatchFlow har ikke en dedikeret Android / iOS app, men på de fleste mobiltelefoner kan man tilføje BatchFlow.dk på hjemmeskærmen, fx ved at følge denne Guide.
Read more about how to log in here: Log in and password (web)
And how to access a company here: Company Overview (web)
Inbox
When you log in to BatchFlow.dk, you will see all the invoices you have pending approval right now. These invoices are initially located only in your inbox, so only you can decide whether to approve or reject them. Click on an invoice to view it.
If you receive an email notifying you of invoices for approval but cannot see any invoices in your inbox, your BatchFlow administrator may have forgotten to grant you permissions. Please contact your accounting department or BatchFlow administrator if you experience this issue.
On each invoice, you can see who has previously approved the invoice and when by hovering over Approvers.
You can also view any notes in the same manner.
Læs om Søgning og Filtre her: Search and filters (web)
Archive
In the Archive tab, you can view all the invoices you have approved, along with their status.
You can search for the exact invoices you need using Search and Filters.
Read more about them here: Search and filters (web)
Approval
When you click on an invoice, it will open with the actual invoice displayed on the right side and accounting details, as well as menu options, on the left side.
You can drag the vertical gray bar to the left of the invoice to resize the invoice image larger or smaller.
At the bottom of the menu on the left, you can press the Approve button to approve the invoice. After approval, the invoice will disappear from your inbox and be finally approved or forwarded to the next approver.
You may receive a pop-up message when approving if your company has set up specific fields that need to be filled out before approval, such as missing accounting details.
If you need to fill out accounting details, you can read more about it here: Accounting (web)
If you want it to automatically open the next invoice, you can find out how to enable that feature here:
User profile (web)
Rejecting
If you want to reject the invoice, press the Reject button.
When you reject an invoice, you are required to provide a reason by default (minimum 10 characters). This helps your accounting team understand what needs to happen with the invoice next and why you are rejecting it.
Accounting
In the accounting tab, you can see the accounting details.
If you have permissions, you can also create, edit, and delete accounting entries.
You can read more about accounting here: Accounting (web)
Notes
In the notes tab, you can read notes from other users and add your own notes. This could be a note for the next approver or for yourself, for example.
Attachments
In the files tab, you can add attachments such as important documents, emails, Excel sheets, or order confirmations related to the invoice.
When attaching a file, you can choose a file from your computer or a Travel attachment.
Clicking on an attachment will open it automatically. You can also view any attachments as additional tabs on the invoice.
Header fields
In the info tab, you can view the master data of the invoice. By default, these fields are read-only, but if your company has enabled them, you can edit fields such as invoice number, amount, creditor, and order number. Changes are automatically saved when you click out of a field.
History
In the history tab, you can see all events related to the invoice, such as who edited a field, added accounting details, approved, rejected, etc.
All actions on the invoice are logged in BatchFlow, allowing you to track the invoice in detail from receipt to payment.
Flow
If enabled, you will see a flow arrow when you click on the expanded menu.
This arrow will allow you to forward an invoice for approval to another user or start a completely new approval workflow. You will see one or more of these options depending on your setup in BatchFlow.
Manual Flow will initiate a new approval workflow to specific users you select in chronological order. Choose the users you want to send the invoice to. Once you have selected all the desired users, press the Flow button.
Flow Profile allows you to select one of the existing flow templates. Press Flow after selecting the desired flow profile.
In Forward you can choose to send the invoice to another user. You can decide whether the user approves on your behalf, or if the invoice should return to you after the selected user has approved it.
Print, mail and save
In the expanded menu, you also have the option to print, email, and save the selected invoice.
If you click on any of the buttons, you will have the option to include various data such as accounting details, notes, and history.
You can also choose whether everything should be combined into one PDF file or if you prefer fields, attachments, notes, history, etc., in separate files, all packaged in a .zip folder.