Invoice Workflow Setup

Prerequisites

Basics

An invoice workflow features the following components:

Component Description Example

Status

Possible invoice status

Paid

Status Workflow

Transition between statuses

Entered → Paid

Best Practices

To make administration easier, add one invoice workflow that applies to all invoice types.

Make sure that every invoice workflow has one status with Initial Status Console selected.

Setting Up Invoice Workflows

Configure Statuses

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "object" in the Quick Find box, then select Objects

  4. Click Status

  5. Complete the following:

    1. Under Custom Fields & Relationships, click SObject Record Type

    2. Under Picklist Options in Values, click New

    3. Enter "Invoice"

    4. In the Record Types list, select Invoice

    5. Click Save

    6. Click Back to Status at the top of the page

  6. Complete the following:

    1. Under Custom Fields & Relationships, click SObject

    2. Under Picklist Options in Values, click New

    3. Enter "Invoice__c"

    4. In the Record Types list, select Invoice

    5. Click Save

  7. Complete the following:

    1. Under Field Dependencies, click Edit next to SObject Record Type

    2. Select Invoice in the Invoice__c column

    3. Click Include Values

    4. Click Save

    5. Click Back to Status at the top of the page

  8. Complete the following:

    1. Under Record Types, click Invoice

    2. Click Edit next to SObject Record Type

    3. In Default, select "Invoice"

    4. Click Save

  9. Grant permission to use the Invoice record type on the Status object

Configure Status Workflows

  1. From Setup, enter "object" in the Quick Find box, then select Objects

  2. Click Status Workflow

  3. Complete the following:

    1. Under Custom Fields & Relationships, click SObject Record Type

    2. Under Picklist Options in Values, click New

    3. Enter "Invoice"

    4. Click Save

    5. Click Back to Status Workflow at the top of the page

  4. Complete the following:

    1. Under Custom Fields & Relationships, click SObject

    2. Under Picklist Options in Values, click New

    3. Enter "Invoice__c"

    4. Click Save

  5. Complete the following:

    1. Under Field Dependencies, click Edit next to SObject Record Type

    2. Select Invoice in the Invoice__c column

    3. Click Include Values

    4. Click Save

Configure the Invoice Page Layout

  1. From Setup, enter "object" in the Quick Find box, then select Objects

  2. Click Invoice

  3. Under Page Layouts, click Edit next to Invoice Layout

  4. Complete the following:

    1. Add the Status field to the layout

    2. On the toolbar, select Visualforce Pages

    3. Drag Section from the toolbar to the top of the layout

    4. In Section Name, enter "Workflow"

    5. Click OK

    6. Drag the Workflow Visualforce page from the toolbar into the Workflow section

    7. Click Save on the toolbar

  5. Grant permission to use the Visualforce page for invoice workflows:

    1. From Setup, enter "permission" in the Quick Find box, then select Permission Sets

    2. Open a permission set for Visualforce pages

    3. Under Apps, click Visualforce Page Access

    4. Click Edit

    5. Add the following to Enabled Visualforce Pages:

      • FX5.InvoiceWorkflow

    6. Click Save

    7. Repeat steps a to f for other permission sets as needed

  6. Add invoice workflows

Adding an Invoice Workflow

  1. Add statuses:

    1. Open the Statuses tab

    2. Click New

    3. In Record Type, select "Invoice"

    4. Click Continue

    5. Complete the following:

      1. In Status Name, enter the name of the status

      2. In SObject, select "Invoice__c"

      3. (Optional) In SObject Record Type, select an invoice type

        If you add an invoice workflow for a specific invoice type, you must add an invoice workflow for every invoice type.

      4. Select Initial Status Console if this is the first status for new invoices

      5. In Read Only Apps, specify whether to make invoices read-only when they reach this status

        • If you selected Initial Status Console, don’t make the status read-only in "Console"

        • If you selected Initial Status Mobile, don’t make the status read-only in "Console" or "Mobile"

      6. Select Prevent Report to prevent users from attaching FX Reports to invoices in this status

    6. Click Save & New

    7. Repeat steps c to f for other invoice types

    8. Click Save to finish

  2. Add status workflows:

    1. Open the Status Workflows tab

    2. Click New

    3. In SObject, select "Invoice__c"

    4. In SObject Record Type, select an invoice type

    5. In Application, select the app where the transition occurs

      Select "Console" if the transition occurs in FieldFX Back Office.

    6. In the Old Status field, select the first status for the workflow

    7. In the New Status field, select the final status for the workflow

    8. In Command Text, enter a name for the workflow button users can select to transition an invoice to the New Status

    9. In Sequence Number, enter a sequence number to use for the status workflow

      Sequence numbers control the order of statuses in lists. Refer to the sequence number article for more information.

    10. In Confirmation Text, enter the message to display when users transition an invoice to the New Status

      This feature allows you to display an important reminder before the transition to a new status. The user must then confirm the transition to the new status.

    11. Click Save & New

    12. Repeat steps c to k for other status changes

    13. Click Save to finish

  3. Grant sharing access to statuses in the invoice workflow

  4. Grant sharing access to status workflows in the invoice workflow