Acumatica Bill Approval Process: A Tailored Solution
This video details how a consultant tackled a unique challenge in Acumatica, creating a custom solution that streamlines the bill approval process while ensuring data security.
Challenges
Restricting approvers to only see bills assigned to them within Acumatica presented a challenge due to the platform’s built-in limitations. While Acumatica allows for access restrictions based on vendor or company, it lacks the granularity to control access at the individual bill level. This limitation posed a problem for a contract services company that required a more stringent bill approval process. They needed a solution that would prevent approvers from viewing bills not assigned to them while still allowing the finance team complete visibility. Standard Acumatica features, such as restriction groups by vendor or company, proved inadequate for this specific requirement.
Solution and Benefits
Nandakishore, a functional consultant at Tayana Solutions, devised a solution that leverages Acumatica’s customization capabilities.
- Custom Generic Inquiry (GI): A custom GI was created to provide approvers with a filtered view of bills, displaying only those assigned to them upon login. This eliminated clutter and prevented accidental viewing of unauthorized bills.
- Limited Access User Role: A new user role was created with restricted access rights, allowing approvers to view and approve their assigned bills within the custom GI but preventing them from creating new bills or navigating to other bills in the system.
This combined approach delivered a secure and efficient bill approval process with several benefits:
- Enhanced Security: The solution ensures that sensitive financial data is only accessible to authorized personnel.
- Improved Efficiency: Approvers can focus solely on their assigned bills, streamlining the approval workflow.
- Maintained Visibility: The finance team retains complete visibility over all bills, ensuring seamless financial management.
- Customer Satisfaction: The solution is a testament to Tayana Solutions’ commitment to understanding client needs and providing tailored solutions that optimize Acumatica for their specific business processes.
This case highlights the power of creative problem-solving, utilizing existing Acumatica features in innovative ways to meet unique client demands. It also emphasizes the importance of teamwork and collaboration, as Nandakishore worked closely with the client and his team to develop and implement this successful solution.