Bulk approval in Lightyear is designed to streamline certain tasks, such as moving invoices between tabs. However, it is important to note that bulk approval is not universally available for all types of approval tasks.
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.
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.