Invoice Workflow Setup

Introduction

An invoice workflow features the following components:

Component Description Example

Status

Possible invoice status

Paid

Status Workflow

Transition between statuses

Entered → Paid

Before you can use an Invoice Workflow, it must be set up.

Prerequisites

To set up invoice workflows, you need to:

Have these user licenses Have these permissions Complete these tasks
and review these topics
before continuing

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.

Step-by-Step Guides

You can configure:

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:

    In this Field…​ Do this…​

    Custom Fields & Relationships

    Click SObject Record Type.

    Picklist Options in Values

    1. Click New.

    2. Enter Invoice.

    Record Types

    Select Invoice.

    1. Click Save.

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

  6. Complete the following:

    In this Field…​ Do this…​

    Custom Fields & Relationships

    Click SObject.

    Picklist Options in Values

    1. Click New.

    2. Enter Invoice__c.

    Record Types list

    Select Invoice.

  7. Complete the following:

    In this Field…​ Do this…​

    Field Dependencies

    Click Edit next to SObject Record Type.

    Invoice__c column

    1. Select Invoice

    2. Click Include Values.

    1. Click Save.

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

  8. Complete the following:

    In this Field…​ Do this…​

    Record Types

    Click Invoice.

    SObject Record Type

    Click Edit next to it.

    Default

    Select "Invoice".

    1. Click Save.

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

Back to Step-by-Step

Configure Status Workflows

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

  2. Click Status Workflow

  3. Complete the following:

    In this Field…​ Do this…​

    Custom Fields & Relationships

    Click SObject Record Type.

    Picklist Options in Values

    1. Click New.

    2. Enter Invoice

    1. Click Save

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

  4. Complete the following:

    In this Field…​ Do this…​

    Custom Fields & Relationships

    1. Click SObject.

    Picklist Options in Values

    1. Click New.

    2. Enter Invoice__c.

    1. Click Save.

  5. Complete the following:

    In this Field…​ Do this…​

    Field Dependencies

    1. Click Edit next to SObject Record Type.

    2. Select Invoice in the Invoice__c column.

    3. Click Include Values.

  6. Click Save.

Back to Step-by-Step

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 FX5.InvoiceWorkflow to Enabled Visualforce Pages.

    6. Click Save.

    7. Repeat this step for other permission sets as needed.

  6. Add invoice workflows.

Back to Step-by-Step

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:

      In this Field…​ Do this…​

      Status Name

      Enter the name of the status.

      SObject

      select "Invoice__c".

      Object Record Type
      (Optional)

      1. 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.

      2. If this is the first status for new invoices, select Initial Status Console.

      Read Only Apps

      1. 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".

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

    6. For other invoice types,

      • Click Save & New and repeat this step.

    7. Click Save to finish.

  2. Add status workflows:

    1. Open the Status Workflows tab

    2. Click New

    3. Complete these fields:

      In this field…​ Do this…​

      SObject

      Select "Invoice__c".

      SObject Record Type

      Select an invoice type.

      Application

      Select the app where the transition occurs.

      If the transition occurs in FieldFX Back Office, select "Console".

      Old Status

      Select the first status for the workflow.

      New Status

      Select the final status for the workflow.

      Command Text

      Enter a name for the workflow button users can select to transition an invoice to the New Status.

      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.

      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.

    4. For other status changes, click Save & New and repeat this step.

    5. 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.

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