Mekari Expense currently provides a Purchase feature that will make it easier for you to make payments to vendors more efficiently. Before creating the Purchase invoice, you as a Finance Admin/Super Admin/Admin need to create the Workflow first. Check out the following steps.
- Go to the Workflow menu.
- Click the “Purchases” tab.
- Then you will be directed to the following page. There are 2 stages of creating a Workflow for Purchases consisting of creating Purchase review, Procurement review, and Payment request.
A. Purchase Review Workflow
The first stage, you need to set up the workflow for Bill request. Here are the steps.
After entering the Workflow menu for Purchases, click the “Purchase review” submenu, then click “Create workflow” and select “Purchase review”.
Next, you will be directed to the Create workflow page for Purchase request. Fill in the Workflow details consisting of the workflow name, description, transaction type, and default workflow.
No Field Description 1 Workflow name Enter the desired workflow name. 2 Description Enter a description regarding the workflow. 3 Transaction type Select the transaction type according to the workflow.
- Workflow with transaction type Domestic transaction will be used for domestic transactions.
- Workflow with transaction type International transaction will be used for transactions using foreign currencies.4 Purchase type Select the purchase type according to the workflow.
- Invoice: For payment transaction types for orders made.
- Order: For transaction types of ordering from vendors.Then, you can activate the Default workflow. If you activate this toggle, then you do not need to specify Criteria and this feature will not appear. However, if you do not activate the Default workflow, then you need to specify Criteria by clicking “Add criteria” as shown in the following view.
- The Criteria feature functions to manage and customize workflow categories more specifically.
- Default workflow consists of Domestic and International.After clicking “Add Criteria”, specify the workflow you want to create.
- The Criteria settings in the Workflow will affect the Approval roles that will approve the stages of Purchase request creation. The system will match the Purchases and Criteria in the workflow created based on the following conditions:
1. Check if the Purchase matches the Workflow “Requester & Vendor”
2. Check if the Purchase matches the Workflow “Requester” only
3. Check if the Purchase matches the Workflow “Organization & Vendor”
4. Check if the Purchase matches the Workflow “Organization” only
5. Check if the Purchase matches the Workflow “Vendor” only
- If the invoice does not match any Custom Workflow, then use the default international workflow or default domestic workflow.
- The following are case examples when matching Criteria and Workflow.
A. Case example 1: Purchase only matches the workflow for 1 Organization only and 1 Vendor only
Workflow 1: If Organization is Product
Approver 1: Susi
Approver 2: Johnny
Workflow 2: If Vendor name is PT ABC
Approver 1: Johnny
Approver 2: Anton
Purchase made at the request of Dina from the Product Team (Organization) and from PT ABC (Vendor).
Based on the ranking system above, the Approval from the workflow expected is:
Approver 1: Susi
Approver 2: Johnny
Approver 3: Anton
B. Case example 2: Purchase matches the workflow Organization and Vendor
Workflow 1: If Organization is Product and Vendor is PT Tri Group.
Approver 1: Rani
Approver 2: Fino
Approver 3: Sinta
Workflow 2: If Organization is Product.
Approver 1: Sinta
Approver 2: Budi
Purchase made at the request of Dinda (from Product) and from PT Tri Group.
Based on the ranking system above, the Approval from the workflow expected is:
Approver 1: Rani
Approver 2: Fino
Approver 3: Sinta
C. Case example 3: Purchase only matches Requester name, Organization only, and Vendor only
1. Workflow 1: If Organization is named the Product team, then:
Approver 1: Susi
Approver 2: Budi
2. Workflow 2: If the Vendor name is PT ABC, then:
Approver 1: Budi
Approver 2: Anton
3. Workflow 3: If Requester name is Dina, then
Approver 1: Rina
Approver 2: Fino
Then, Purchase made at the request of Dina from the Product team (Organization) and from PT ABC (Vendor)
Based on the ranking system above, the Approval from the workflow expected is:
Approver 1: Rina
Approver 2: Fino
Approver 3: Budi
Approver 4: Anton
As an example, you select Organization as Criteria. After selecting, click “Select organization” to specify the organizations to be included in the Workflow Criteria.
You cannot combine the Organization and Requester name Criteria in 1 workflow.Then, click “Exclude employee” if you want to restrict certain employees from the Workflow to be created.
Then check the names of employees who are not included and click “Exclude employee”.
Then the following display will appear showing that you have excluded employees.
Next, determine the Approval rule for each Purchase submission. You can choose to activate Purchase request approval based on Any purchase amount (Purchase transactions without amount limits) or Specific purchase amount (Purchase transactions with amount limits).
If the Purchase does not require an Approver, you can click “Doesn’t require approval”.
- If you select Any purchase amount, then the Approval from the created workflow is not based on the specified amount.
Then you can directly determine the Approval line.
- You can also add more than one Approver by clicking “Add more approver”.
- In addition, you can also add additional stages for Approval by clicking “Add approval step”.If you select Specific purchase amount, then check the following toggle and specify the Rule to determine the purchase amount limit.
- If you select the Domestic Purchase Type and choose Specific Purchase amount, the Amount will be in IDR.
- If you select the International Purchase Type and choose Specific Purchase amount, there will be no difference in Amount between currencies. For example, there is no difference between USD 10 and JPY 10. In this case, the system will read the amount as 10.
- In this case, if you select Specific Purchase amount, the Approval from the created workflow will be based on the total Purchase amount previously submitted by you and will display Rules in the following categories:
A. Rule with Purchase submission amount Less than or Equal to
If the Purchase submission amount to be approved is less than or equal to the specified limit, you can determine whether the submission requires approval or not in terms of Approval line.
- Based on this, if the Purchase submission amount meets the criteria, you can select Need approval or No need approval.
- If you select Need approval, the maximum number of Approval layers that can be added is 10 layers.
B. Rule with Purchase submission amount Any Amount Between
If the Purchase submission amount to be approved is Between, you can determine whether the submission requires approval or not in terms of Approval line and Employee ID.
- The maximum number of Approval layers that can be added is 10 layers.
- If you select Between, you cannot specify the starting limit amount because by default the amount is determined by the previous approver layer. However, you can specify the range limit in the following field.
C. Rule with Purchase submission amount greater than
If the Purchase submission amount to be approved is Greater than the limit specified when creating the Policy, you can determine whether the submission requires approval or not in terms of Approval line and Employee ID.- You can also add Rules by clicking “Add approval step”.
- The Any amount greater than field is determined from the payment submission amount in the Any Amount Between field.- Make sure all data is correct then click “Save & publish”.
- Then the workflow for the created Purchase request will be saved on the main Purchases Workflow page.
B. Procurement Review Workflow
After successfully creating the Purchase request, the next step is to create the Procurement review. Here are the steps.
On the Purchases Workflow page, click the “Procurement review” tab, then click “Create workflow”.
Then on the Create workflow page, first fill in the Workflow details consisting of workflow name, workflow description, and Purchase transaction type. For Purchase type, you can choose between Domestic transaction and International transaction.
Since the Default workflow was previously set, the toggle is inactive. In this case, you need to specify Criteria by clicking “Add criteria” as shown below. Learn more about ‘Criteria’ in the explanation in point A.
After clicking “Add Criteria”, specify the workflow you want to create.
- The Criteria settings in the Workflow will affect the Approval roles that will approve the stages of Purchase request creation. The system will match the Purchases and Criteria in the workflow created based on the following conditions:
1. Check if the Purchase matches the Workflow “Requester & Vendor”
2. Check if the Purchase matches the Workflow “Requester” only
3. Check if the Purchase matches the Workflow “Organization & Vendor”
4. Check if the Purchase matches the Workflow “Organization” only
5. Check if the Purchase matches the Workflow “Vendor” only
- If the invoice does not match any Custom Workflow, then use the default international workflow or default domestic workflow.
- The following are case examples when matching Criteria and Workflow.
A. Case example 1: Purchase only matches the workflow for 1 Organization only and 1 Vendor only
Workflow 1: If Organization is Product
Approver 1: Susi
Approver 2: Johnny
Workflow 2: If Vendor name is PT ABC
Approver 1: Johnny
Approver 2: Anton
Purchase made at the request of Dina from the Product Team (Organization) and from PT ABC (Vendor).
Based on the ranking system above, the Approval from the workflow expected is:
Approver 1: Susi
Approver 2: Johnny
Approver 3: Anton
B. Case example 2: Purchase matches the workflow Organization and Vendor
Workflow 1: If Organization is Product and Vendor is PT Tri Group.
Approver 1: Rani
Approver 2: Fino
Approver 3: Sinta
Workflow 2: If Organization is Product.
Approver 1: Sinta
Approver 2: Budi
Purchase made at the request of Dinda (from Product) and from PT Tri Group.
Based on the ranking system above, the Approval from the workflow expected is:
Approver 1: Rani
Approver 2: Fino
Approver 3: Sinta
C. Case example 3: Purchase only matches Requester name, Organization only, and Vendor only
1. Workflow 1: If Organization is named the Product team, then:
Approver 1: Susi
Approver 2: Budi
2. Workflow 2: If the Vendor name is PT ABC, then:
Approver 1: Budi
Approver 2: Anton
3. Workflow 3: If Requester name is Dina, then
Approver 1: Rina
Approver 2: Fino
Then, Purchase made at the request of Dina from the Product team (Organization) and from PT ABC (Vendor)
Based on the ranking system above, the Approval from the workflow expected is:
Approver 1: Rina
Approver 2: Fino
Approver 3: Budi
Approver 4: Anton
As an example, you select Organization as Criteria. After selecting, click “Select organization” to specify the organizations to be included in the Workflow Criteria.
You cannot combine the Organization and Requester name Criteria in 1 workflow.
Then, click “Exclude employee” if you want to restrict certain employees from the workflow to be created.
Then check the names of employees who are not included and click “Exclude employee”.
Then the following display will appear showing that you have excluded employees.
Next, determine the Vendor approval rule for each Purchase submission. You can choose to activate Vendor approval based on Any purchase amount (transactions with Vendor without amount limits) or Specific purchase amount (transactions with Vendor with amount limits).
If the approval rule when the Vendor selected by the procurement staff does not require an Approver, you can click “Doesn’t require approval”.
- If you select Any purchase amount, then the Vendor approval from the created workflow is not based on the specified amount.
You can then directly specify the Approval line.
- You can also add more than one Approver by clicking “Add more approver”.
- Additionally, you can add additional stages for Approval by clicking “Add approval step”.If you select Specific purchase amount, then check the toggle and specify the Rule to determine the purchase amount limit for the Vendor.
- If you select the Domestic Purchase Type and choose Specific Purchase amount, the Amount will be in IDR.
- If you select the International Purchase Type and choose Specific Purchase amount, there will be no difference in Amount between currencies. For example, there is no difference between USD 10 and JPY 10. In this case, the system will read the amount as 10.
- In this case, if you select Specific Purchase amount, the Approval from the created workflow will be based on the total Purchase amount previously submitted by you and will display Rules in the following categories:
A. Rule with Purchase submission amount Less than or Equal to
If the Purchase submission amount to be approved is less than or equal to the specified limit, you can determine whether the submission requires approval or not in terms of Approval line.
- Based on this, if the Purchase submission amount meets the criteria, you can select Need approval or No need approval.
- If you select Need approval, the maximum number of Approval layers that can be added is 10 layers.
B. Rule with Purchase submission amount Any Amount Between
If the Purchase submission amount to be approved is Between, you can determine whether the submission requires approval or not in terms of Approval line and Employee ID.
- The maximum number of Approval layers that can be added is 10 layers.
- If you select Between, you cannot specify the starting limit amount because by default the amount is determined by the previous approver layer. However, you can specify the range limit in the following field.
C. Rule with Purchase submission amount greater than
If the Purchase submission amount to be approved is Greater than the limit specified when creating the Policy, you can determine whether the submission requires approval or not in terms of Approval line and Employee ID.- You can also add Rules by clicking “Add approval step”.
- The Any amount greater than field is determined from the payment submission amount in the Any Amount Between field.- Make sure all data is correct then click “Save & publish”.
- Then the workflow for the created Purchase request will be saved on the main Purchases Workflow page.
C. Payment Request Workflow
After successfully creating the workflow for Purchase request, the next step is to create the Payment request. Here are the steps.
On the Purchases Workflow page, click the “Payment request” tab, then click “Create workflow”.
Then on the Create workflow page, first fill in the Workflow details consisting of workflow name, workflow description, and Purchase type. For Purchase type, you can choose between Domestic transaction and International transaction.
- If you choose International transaction, currency options will appear as follows.
- 1 currency is only intended for 1 workflow.Next, specify the Payment creation criteria for each Purchase transaction creation. You can choose to activate Payment creation based on Any purchase amount (Purchase transactions without amount limits) or Specific purchase amount (Purchase transactions with amount limits).
If you choose Any Purchase amount, you can directly specify the Approval step for each Purchase transaction submission.
- Click “Add more approver” to add Approvers.
- You can also add Approval steps by clicking “Add approval step”.If you choose Specific purchase amount, you can check the toggle and specify the Rule for each Purchase transaction limit created.
In this case, if you choose Specific purchase amount, the Approval from the created workflow will be based on the total Purchase amount previously submitted by you and will display Rules in the following categories:
A. Rule with Purchase submission amount Less than or Equal to
This means the Purchase submission amount to be created by the Payment maker is less than or equal to the specified limit. Next, specify the Payment maker by clicking “Select employee” as shown. You can also add Payment makers by clicking “Add more payment maker” as shown below. To add another Rule, click “Add another rule”.B. Rule with Purchase submission amount greater than
This means the Purchase submission amount to be created by the Payment maker is Greater than the specified limit. Next, specify the Payment maker by clicking “Select employee” as shown. You can also add Payment makers by clicking “Add more payment maker” as shown below.- The Any amount greater than field is determined from the payment submission amount in the Any Amount Between field.
C. Rule with Purchase submission amount Any Amount Between
This means the Purchase submission amount to be created by the Payment maker is Between the limit. Next, specify the Payment maker by clicking “Select employee” as shown. You can also add Payment makers by clicking “Add more payment maker” as shown below.Next, specify the Payment request approval. You can choose to activate Payment request approval based on Any payment amount (payments without amount limits) or Specific payment amount (payments with amount limits).
Activate the “Doesn’t require approval” toggle as shown above if you do not require Approval.
If you choose Any payment amount, the created payment will not have a specific amount limit.
If Purchase does not require an Approver, you can click “Doesn’t require approval” as shown above.
- Then you can directly specify the Approval line. You can also add more than one Approver by clicking “Add more approver”.
If you choose Specific payment amount, you can check the toggle and specify the Rule for each Bill transaction limit created.
In this case, if you choose Specific payment amount, the Approval from the created workflow will be based on the total payment amount previously submitted by you and will display Rules in the following categories:
A. Rule with payment submission amount Less than or Equal to
If the payment submission amount to be approved is less than or equal to the specified limit, you can determine whether the submission requires or does not require approval in terms of Approval line.- Based on this, if the Purchase submission amount meets the criteria, you can select Need approval or No need approval.
- If you select Need approval, the maximum number of Approval layers that can be added is 10 layers. Specify the Approval line as shown above.
B. Rule with payment submission amount greater than
If the Purchase submission amount to be approved is Greater than the limit specified when creating the Policy, you can determine whether the submission requires or does not require approval in terms of Approval line and Employee ID.- You can also add Rules by clicking “Add approval step”.
- The Any amount greater than field is determined from the payment submission amount in the Any Amount Between field.
C. Rule with payment submission amount Any Amount Between
If the payment submission amount to be approved is Between the limit specified when creating the Policy, you can determine whether the submission requires or does not require approval in terms of Approval line and Employee ID.The last step is to specify the Payment authorization. You can choose to activate Payment authorization based on Any payment amount (payments without amount limits) or Specific payment amount (payments with amount limits).
If you choose Any payment amount, you can directly specify the Payment releaser by clicking “Select employee”. The Payment releaser role will make payments for each Bill transaction submission created.
If you choose Specific payment amount, you can check the toggle and specify the Rule for each payment limit created.
In this case, if you choose Specific payment amount, the Approval from the created workflow will be based on the total payment amount previously submitted by you and will display Rules in the following categories:
A. Rule with payment submission amount Less than or Equal to
This means the payment submission amount to be created by the Payment releaser is less than or equal to the specified limit. Next, specify the Payment releaser by clicking “Select employee” as shown. You can also add Payment releasers by clicking “Add more payment releaser” as shown below. To add Rules, click “Add another rule”.B. Rule with payment submission amount greater than
This means the payment submission amount to be created by the Payment releaser is Greater than the specified limit. Next, specify the Payment releaser by clicking “Select employee” as shown. You can also add Payment makers by clicking “Add more payment maker” as shown below.- The Any amount greater than field is determined from the payment submission amount in the Any Amount Between field.
C. Rule with payment submission amount Any Amount Between
This means the payment submission amount to be created by the Payment releaser is Between the limit. Next, specify the Payment releaser by clicking “Select employee” as shown. You can also add Payment releasers by clicking “Add more payment releaser” as shown below.- Make sure all data is correct then click “Save & publish”.
- Then the workflow for the created Payment request will be saved on the main Purchases Workflow page.
That is how to create a Workflow for Purchase invoice creation.