Bulk approval in Lightyear is designed to streamline certain tasks, such as moving invoices between tabs or managing invoices in specific tabs like Review and Processing. However, it is important to note that bulk approval is not universally available for all types of approval tasks, and its functionality varies depending on the tab and features enabled.
The bulk approve button appears when selecting multiple invoices, but its primary function is to move invoices from one tab to another within the system. It does not enable bulk approval for executive-level tasks or other restricted scenarios.
Limitations of Bulk Approvals
Executive Approval Restrictions: Bulk approval is not possible at the executive approval level. Each invoice must be approved individually by a user with the Executive Approval permission. This ensures that executive-level approvals receive the necessary attention and scrutiny.
Email-Based Approvals: Invoices cannot be bulk-sent for approval via email. If you need to email approval tasks, they must be sent one by one. Alternatively, you can set a user as the default approver in the Supplier settings to route invoices directly to them for approval within Lightyear.
Approval Tasks Blocking Bulk Approval: Bulk approval may be blocked by pending Approval Tasks. To resolve this, have the relevant approvers action their tasks.
Review Tab Sending Restrictions: In the Review tab, invoices must be sent for approval individually unless a specific company setting is enabled to auto-trigger approval tasks. Without this setting, each invoice must be manually sent for approval.
Processing Tab Batch-Sending Restrictions: In the Processing tab, batch-sending invoices to Approvals is not supported. The tick boxes in this tab are only for deleting bills, not for batch-sending them to Approvals.
Alternative Solutions for Invoice Approvals
Default Approver Settings: Configure a default approver in the Supplier settings to automatically route invoices to the designated approver within Lightyear and enable Auto Approval. This can reduce the need for manual email-based approvals.
Review Supplier Rules: Ensure that supplier rules are correctly configured to avoid blocking bulk approval functionality.
By understanding these limitations and functionalities, you can better navigate the invoice approval process in Lightyear and utilise the available tools effectively.