🌐 Web | 👤 Admin with Invoice settings permissions
In Yokoy Invoice, invoice processors are responsible for processing invoices.
However, you may also allow submitters to upload an invoice or perform other actions on their own invoices, such as enter all required information before submission, forward the invoice to another user, etc.
As Yokoy Invoice admin, you can determine which tasks submitters can perform on invoices. By default, Yokoy lets submitters to perform these actions:
Upload invoices
Edit, delete, reject or recall invoices
Forward invoices to other users
Code all details of the invoice, including supplier, line items, PO, etc.
However, you can remove these permissions in the invoice settings (Admin > Invoice settings).
Prevent submitters from uploading invoices
You can prevent submitters (i.e. users that don’t have an invoice processor role) from uploading invoices via Upload button in the left navigation menu.
✏️ Note
This also applies to users with Finance role or technical user permissions.
To turn this feature on, go to Admin > Invoice settings, and in General settings, select Prevent submitters to upload invoices.
When you enable this feature, the Invoice upload button is removed from the left side menu.
Prevent submitters from editing, deleting, rejecting or recalling an invoice
Yokoy lets submitters to upload and perform actions on their own invoices without having the invoice processor role.
However, you can prevent submitters from editing, deleting, recalling or rejecting invoices if required. This checkbox is usually used in combination with Prevent submitters from uploading invoices.
✏️ Note
This feature does not apply to Finance and Invoice processor users. They can always edit invoices.
In Admin > Invoice settings, General settings, if you select Submitters are not allowed to edit, delete, recall or reject an invoice, submitters can only view invoices in read-only mode. They cannot perform any action on the invoice, such as coding fields, submitting or recalling an invoice.
Submitters can only see the invoice as read-only. All fields are grayed out and cannot be edited.
🚧 Warning
If you select this checkbox, submitters do not see the forward button to send invoices in new, draft, and needs revision status to other users, providing a stricter control and permission access over who can forward invoices.
Allow submitters to code description, category, and cost object
Yokoy allows submitters to upload, edit, recall and reject invoices by default. This means they can code all information that appears on the invoice, such as supplier, payment terms, amounts, and quantities.
However, you may want to restrict the information submitters can enter. For example, a company receives all invoices centrally at a specific email address. The finance team (or the invoice processor) doesn‘t have all the necessary information to code the invoice, so it forwards the document to someone else. However, you don‘t want them to edit anything else other than these three fields, which are critical for the accounting booking and the workflow. Yokoy lets you restrict editing to the description, category, and cost object fields.
🚧 Warning
If you have enabled Submitters are not allowed to edit, submit, delete, or recall invoices, this option is ignored.
To restrict the fields submitters can edit, go to Admin > Invoice settings and select the Allow submitters to code only invoice categories, cost objects and descriptions checkbox.
When submitter view an invoice with this option activated, all fields except the invoice category, cost object, and description are grayed out.
