A Job position represents the function of one or more users within the application. An approval limit and a replacement are linked to the job position. Job positions are used in the Advanced routes. In the overview of the job positions you can immediately see which job positions are active, the members, replacements and approval limits.
To add a new job position or edit an existing one, click the Setup icon → Platform → Job positions.
Create a new job position
Click on the button at the bottom of the job position overview.
A new job position can now be created. This page contains two tabs:
- Job positions
- Audit
Tab Job position:
In the Job position tab, the name of the job must be entered under description. The description of the function must be distinctive enough because it will be shown again when creating Advanced routes.
Under Members, the persons to whom this position applies are selected and who must approve.
For Substitutes, persons are selected who, if all persons from Members are not present, can still approve invoices on behalf of this position.
The Approver Limit is the amount up to which this function can approve invoices.
If there is no limit on the amount to be approved for this function, then the Unlimited option must be checked.
A Job position is only active when Active is checked.
Tab Audit:
In the Audit tab you can find a brief overview of the previous versions of this Job Position and when, by whom and why it was changed*. By clicking on one of the lines you can see how the Job position was set up at the time.
*When changing and saving a Job position, you will be asked for the reason for the change. You will then see this on the Audit tab.
Change Job position
When changing and (de)activating a job position, the advanced routes in which this job is used as an approver are also updated. This means that when, for example, the limits of a job position are updated, it may happen that there are advanced routes that become invalid. Invalid advanced routes are marked 'defective' and new invoices cannot use this advanced route until the problem is resolved. Old invoices continue with the old version of the advanced route (with the old limits based on the old job position).
Download Job positions report
An overview of job positions can be downloaded in the form of an Excel file by clicking
. This overview takes into account the filters, sorting and language.
Export and import of Job positions
To manage job positions, consider creating an Excel file and importing it into AP Automation. For the correct format, first export a sample Excel by clicking .
This file can be edited and then imported again using .
Import of job positions has the following rules:
- With an error-free import of a new job position, the status is set to active.
- In case of an incorrect import of a new job position, a message will be shown in the feedback and no new job position will be created.
- In the event of an error-free import of an existing job position, it will be updated and set to active.
- In the event of an incorrect import of an existing job position, it will not be updated or set to inactive (unless it is already there).
- If an existing job position is not included in the import file, it will not be set to inactive (unless it is already there).
- A job position is never set to inactive from the import.
Note: For importing, use the Excel example from the export and not the download overview file.