Quick Reference Guide

What is Onventis Workflows?

Onventis Workflows is a web-based workflow application running on the Onventis platform. It provides an electronic method of approving invoices, purchase orders and contracts.

The user name can be your email address or your actual user name. This is subject to the choice made by your application manager.
The box ‘language’ allows you to choose your preferred language. If you do not change this, your profile will be shown in the default language chosen by the application manager. The system supports Dutch, German and English.
If the checkbox ‘Remember me’ is activated, the login details that you use at that moment to log in will be remembered.
When you use Active Directory in combination with Onventis you should click on Log in with Microsoft to log in.
If you have forgotten your password, you can click on ‘Forgot password?’ A new screen will then appear, in which you are asked to give your email address or user name. If you fill in one of these, Onventis will send a reset email.

The first time you log in you will be asked to choose your own PIN code.

If this help function is not sufficient to help you log in or if your account has not yet been created, you may contact your application manager.

License Agreement

Due to GDPR, the EU-privacy laws and regulations, a license agreement will be shown for every user that wants to use the application. The license agreement will show in the form of a pop-up when a user logs in. We will not show the license agreement at every login. For every user the license agreement acceptance is stored in the database, which will prevent showing it the next time to the same user.

In the pop-up a hyperlink is available to navigate to a webpage on which the full user agreement can be viewed. Whenever a user decides to decline the license agreement, the user is instantly logged out.

Using the Invoice Worklist

Approve invoice

Click to forward an invoice to the next step in the process. Depending on your role in the process you may be required to enter your PIN code.

Reject invoice

Click if an invoice is incorrectly coded or has been sent to you in error. The invoice is returned to the previous step in the process. If you reject a process you must always enter a comment.

Forward invoice to a colleague

Click to involve a colleague for advice in the process. If you choose this option, you must enter a comment. After the colleague approves or disapproves the invoice it is returned to your worklist. Your worklist shows which invoices are currently under review by a colleague.

Refresh

Click to refresh the worklist. If new items have been processed to your worklist since the last refresh, they will appear.

Filter

Click to select items to show in your work list

Approving an Invoice

Invoices can be approved separately or per batch.

Approving invoices separately

Select the invoice and click Approve.
Enter a comment if you want. The invoice resumes its normal route. If you act as a material expert or if you are rejecting an invoice, you should always enter a comment
To approve an invoice, you must enter your PIN code; then click Approve.

Approving invoices per batch/multi-select

Select all the invoices you want to approve by clicking the checkbox at the front of the worklist.
Click Approve. Note: any comment you enter is added to all of the selected invoices.

Rejecting an Invoice

Select the invoice.
Click Reject. If you reject an invoice, you must always enter a comment which refers to the motive of the rejection

The following buttons are available:

Settings

Change the fields that are shown in your list.

Export to excel

Export visible items to excel.

History

Click to view the process history to date, including associated users, dates, times, and actions performed.

Role player

Click to see the possible activities and linked users. The line in bold is the current activity and current user(s).

Edit

Change the value of fields (if allowed).

Generate

Create a report (if available) with the details of the selected process .

Reset roleplayers

Click to determine who should be the roleplayers for this process.

Close work list expander

Click to close the expander for your work list

Open work list expander

Click to open the expander for your work list

Show comments

Click to show comments for this invoice

Using the Invoice Archive

All invoices entered with Onventis Workflows (for your relevant budget/cost center) are accessible using Archive > Purchase invoice. You can search by a number of fields, based on transaction data or process data.

Delegation

When you are ill or on holiday, it’s possible to let a colleague take over your work list.

Click on your name in the upper right corner and select Delegate. In the field Delegate to you can select your colleague. It’s also possible to add a start and end date for the delegation.

If you have received a delegation, you can activate it by clicking your name in the upper right corner and then your colleague’s name. To go back to your own worklist, click your colleague’s name and then Stop delegation.

Mobile app

For Android and iOS an app is available. Search the Play Store/App Store for Onventis Workflows. You can find setup instructions in the user manual that can be found in the green Help ENG button on the home screen of the website.

It’s also possible to open the regular Onventis Workflows website on your mobile device.