AI Summary:
The renewed advanced routes in AP Automation and Procurement offer flexible approval and reader flows through reusable building blocks: criteria groups, approval groups, reader groups, and readers. Routes link criteria groups to approval groups, readers to reader groups. Priority is determined by weight (minimum 1). All components have audit logging with mandatory reason for change. Bulk management via Excel is possible. The routing configuration determines available options.
Renewed Advanced Routes
1. Purpose of the Renewed Advanced Routes
The renewed advanced routes provide a more extensive and flexible way to set up approval and reading flows within AP Automation and Procurement. The functionality is available for invoices, purchase requests, purchase orders, and goods receipts.
The renewed setup is suitable for organisations that:
- Want to configure complex approval flows that apply across multiple companies.
- Want to set up routing based on reusable criteria and approval groups.
- Require full version control and audit logging for every change.
- Want to import and export routes via Excel.
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2. Access and Permissions
The renewed advanced routes are accessible via the gear icon at the top right of the navigation bar:
Setup → Advanced Routes
The following permissions are required to view and manage advanced routes:
- View: read rights on advanced routes.
- Create and edit: management rights on advanced routes (usually linked to the application administrator role).
- Configuration settings: access to the advanced routing configuration (see section 8).
3. Landing Page and Navigation
After navigating to the advanced routes, a landing page appears with six tiles. Each tile leads to a part of the functionality.
The six parts are:
- Advanced Routes – the main overview of all configured routes.
- Readers – linking a criteria group to a reader group.
- Reader Groups – groups of users with read access.
- Approval Groups – groups of approvers with limits and order.
- Criteria Groups – sets of criteria that determine when a route or reader applies.
- Advanced Routing Configuration – general settings that determine which options are available within the environment.
After opening a part, a navigation bar appears at the top of the page allowing quick switching between the six parts. The active part is highlighted in pink.
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4. Overview Screens
Each part has an overview screen with a table of all configured items. The overview screens have a consistent structure.
4.1 Available Buttons
At the top of each overview screen are the following buttons:
- Export to Excel – exports the current table view to Excel.
- Audit – shows the audit history of all changes within this part.
- Template – downloads an Excel template for importing items.
- Importing – imports items via a completed Excel file.
- Actions – bulk actions on selected items: Activate selected elements or Deactivate selected elements. First select one or more items via the checkboxes on the left.
- + Add (right) – opens a new item.
4.2 Column Options
The tables use an advanced table component allowing the display to be customised according to preference. Click the three dots next to a column header for the following options:
- Sort ascending / descending – sort the table by this column.
- Pin column – pin the column to the left or right side so it remains visible when scrolling horizontally.
- Auto-adjust column width / Auto-adjust all columns – automatically adjust the column width to the content.
- Choose Columns – select which columns are visible in the table.
- Reset Columns – reset the column layout to the default view.
At the bottom of each overview, the page size can be set via Page Size and navigation between pages is possible.
5. Criteria Groups
A criteria group contains a set of criteria that determines which documents a route or reader applies to. Criteria groups are reused in both advanced routes and readers.
5.1 Overview
The overview shows per criteria group: Active, Code, and Description.
5.2 Detail Page
The detail page contains two tabs: Criteria Group and Audit.
The Criteria Group tab includes the following basic fields:
| Field | Description |
|---|---|
| Code | Unique identification code (mandatory). |
| Description | Description of the criteria group (mandatory). |
| Active | Toggle to enable or disable the criteria group. |
Below are sections per criteria type. Each section has an Add button to add a criterion and a Delete button per row. The following criteria types are available (depending on what is enabled in the advanced routing configuration):
Section: Company
| Field | Description |
|---|---|
| Value Option | Indicates how the value is compared (e.g. VALUE). |
| Values | The company number or company code (mandatory). |
| Type | Indicates whether the criterion applies at header or line level (e.g. Irrelevant, Line fields). |
Section: Dimension
| Field | Description |
|---|---|
| Value Option | Indicates how the value is compared (e.g. VALUE). |
| Company | The company to which the dimension is linked (mandatory). |
| Dimension | The type of dimension, e.g. CostCenter (mandatory). |
| Values | The specific dimension value(s) (mandatory). |
| Type | Indicates whether the criterion applies at header or line level (e.g. Line fields). |
Section: Routing Type
Add a routing type via add. Available types depend on what is enabled in the advanced routing configuration (e.g. cost invoices, logistics invoices).
Section: Supplier
Add one or more suppliers as criteria via add.
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6. Approval Groups
An approval group contains an ordered list of approvers with their limits. Approval groups are reused in advanced routes.
6.1 Overview
The overview shows per approval group: Active, Code, Description, Type, and Approvers (the linked approvers as badges).
6.2 Detail Page
The detail page contains two tabs: Approval Group and Audit.
Basic fields:
| Field | Description |
|---|---|
| Code | Unique identification code (mandatory). |
| Description | Description of the approval group (mandatory). |
| Status | Checkbox to make the group active or inactive. |
Click Add Approver to add an approver. The following fields are available per approver:
| Field | Description |
|---|---|
| Role | Dropdown with the approver's role (job position) (mandatory). |
| Default Limit | The approver's standard approval limit, e.g. 500 or "Unlimited". |
| Overridden Limit | A customised limit that overrides the standard limit (optional). |
| Unlimited | Checkbox to set the limit to unlimited. |
The order of approvers can be rearranged by dragging the drag icon (six dots) on the left of each row. An approver can be removed via the red trash can icon on the right.
At the bottom of the page, a workflow visualisation shows the approval order as a flowchart: Start → [approver 1] → [approver 2] → ... → End. This provides immediate insight into the constructed route.
7. Reader Groups
A reader group contains a set of users who receive read access to documents processed via an associated reader.
7.1 Overview
The overview shows per reader group: Active, Code, Description, and Users (the linked users as badges).
7.2 Detail Page
The detail page contains two tabs: Reader Group and Audit.
| Field | Description |
|---|---|
| Code | Unique identification code (mandatory). |
| Description | Description of the reader group (mandatory). |
| Users | Multiselect – one or more users who receive read access (mandatory). |
| Active | Checkbox to enable or disable the reader group. |
8. Readers
A reader links a criteria group to a reader group. This determines when (criteria group) and who (reader group) receives read access to a document.
8.1 Overview
The overview shows per reader: Active, Code, Description, Criteria Groups, Reader Groups.
8.2 Detail Page
The detail page contains two tabs: Readers and Audit.
| Field | Description |
|---|---|
| Code | Unique identification code (mandatory). |
| Description | Description of the reader (mandatory). |
| Reader Groups | Multiselect – one or more reader groups that receive read access when the criteria apply (mandatory). |
| Criteria Groups | Multiselect – one or more criteria groups that determine when the reader is active (mandatory). |
| Match one or all | Determines whether all linked criteria groups must be met or at least one (mandatory). |
| Active | Checkbox to enable or disable the reader. |
9. Advanced Routes
An advanced route links a criteria group to an approval group. This determines when (criteria group) and who (approval group) approves a document.
9.1 Overview
The overview shows per route: Active, Code, Description, Criteria Groups, Approval Group, and Weight.
9.2 Detail Page
The detail page contains two tabs: Advanced Routes and Audit.
| Field | Description |
|---|---|
| Code | Unique identification code (mandatory). |
| Description | Description of the route (mandatory). |
| Approval Groups | Dropdown – link to an existing approval group (mandatory). |
| Criteria Groups | Multiselect – link to one or more criteria groups (mandatory). |
| Match one or all | Determines whether all linked criteria groups must be met (All) or at least one (One) (mandatory). |
| Weight | Priority of the route when multiple routes apply. Higher value = higher priority. Minimum value is 1 (mandatory). |
| Active | Checkbox to enable or disable the route. |
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10. Audit Logging
Each part has an Audit tab on the detail page. A complete version history of all changes is maintained here.
| Column | Description |
|---|---|
| Version | Clickable link "Show version" opens the full configuration at that moment as a snapshot. |
| Date | Date and time of the change. |
| User | The user who made the change. |
| Reason for change | The explanation entered with the change. |
Click Show version to open a full snapshot of the configuration at the time of that change, including all field values at that time.
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11. Advanced Routing Configuration
The advanced routing configuration contains the general settings that determine which options are available within the entire environment. This screen is usually set up once by the application administrator.
The configuration contains two tabs: Advanced Routing Configuration and Audit.
| Field | Description |
|---|---|
| Enabled approval types | Determines which approval types are available in approval groups, e.g. "Approver(s) at job level". |
| Enabled criteria | Determines which criteria types are available in groups such as Companies, Dimensions, Supplier, Document Type, and Routing Types. |
| Enabled difference types | Determines which difference types, such as Price or Quantity, can be routed. |
| Enabled routing types | Determines which routing types are available, e.g. Non-PO invoices, PO invoices. |
| Document types | Determines for which document types advanced routes are available, such as Invoice, Purchase Request, Purchase Order. |
| Maximum number of approvers | The maximum number of approvers per approval group. |
| Minimum number of approvers | The minimum number of approvers per approval group. |
| Override limits allowed | Checkbox – determines whether overriding limits is allowed in approval groups. |
| Update readers directly via advanced routes | Checkbox – determines whether readers can be updated directly from the advanced routes. |
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12. Setting Up a Route – Recommended Order
Follow the order below when setting up a new advanced route:
1. Check the Advanced Routing Configuration
Go to Advanced Routing Configuration and verify that the required document types, criteria types, and approval types are enabled.
2. Create a Criteria Group
Go to Criteria Groups → + Add and set the criteria that determine when the route applies. Add one or more values per criteria type (company, dimension, supplier, routing type).
3. Create an Approval Group
Go to Approval Groups → + Add and add approvers in the correct order via Add Approver. Set the limits per approver. Check the workflow visualisation at the bottom of the page.
4. Optionally create a Reader Group and Reader
Go to Reader Groups → + Add and add users who should receive read access. Then go to Readers → + Add and link the reader group to the correct criteria group.
5. Create the Advanced Route
Go to Advanced Routes → + Add and link the criteria group and approval group. Set the weight (minimum 1) and the match logic (All or One). Activate the route and save.
13. Best Practices
- Use recognisable and consistent codes for all parts, so that links in overviews are immediately understandable.
- Reuse criteria groups and approval groups where possible. This way, changes need to be made in only one place.
- After creating a route, check the workflow visualisation in the approval group to confirm the order.
- Always enter a clear reason for the change when saving. This makes the audit log understandable for colleagues and auditors.
- Test new routes first in a test environment before activating them in the production environment.
- Coordinate changes to the advanced routing configuration with your consultant or the ISPnext support department if necessary.
14. Summary
- The renewed advanced routes work with reusable building blocks: criteria groups, approval groups, reader groups, and readers.
- An advanced route links a criteria group to an approval group; a reader links a criteria group to a reader group.
- The field Match one or all determines, for multiple criteria groups, whether all or at least one must be met.
- The weight determines the priority when multiple routes apply; the minimum value is 1.
- All parts have full audit logging with version history and mandatory reason for change.
- Via Export to Excel, Template, and Importing, all parts can be managed in bulk.
- The advanced routing configuration determines which options are available within the entire environment.