Sage Intacct Paperless Administration > APFlow™ Settings

Before using the APFlow™ module for the first time, vault access and permissions based on roles must be set up for any Sage Intacct Paperless users who will be using the APFlow™ module. This is where you can assign user roles and set additional permissions. You can be any combination of these roles (Processor, Reviewer, Supervisor).

1.From My Paperless, click APFlow™ Settings.

2.In the APFlow™ Settings navigation bar, click General.

3.Review the users and click in the appropriate column for that individual.

Note: Checkmarks will display in the Vault Access column identifying individuals and their access to the current vault.

Important: If you try to remove Reviewer permissions from an individual who is already associated with existing routing rules, approval limits and/or routing templates, the check box in the Reviewer column for that individual will remain checked and a message similar to the following will display:

APFlowSettingsGeneralnotremovingreviewerexplanationtoast-mh

Depending on the role you select (Processor, Reviewer, Supervisor), the Additional Permissions pane may expand.

General	Allow Approval Alert	This allows the user to add an Approval Alert to an invoice.
General	Allow Vendor History	This allows a user access to view all documents in Vendor History for this vault. This permission is user-specific and vault-specific. It is not vendor-specific or APFlow ™ role-specific.
Processor	Allow Approval	Gives a Processor the permission to approve an invoice without routing it to Reviewers. If Reviewers are assigned to the invoice, the invoice will be marked Approved for each Reviewer. An audit note will systematically be added to indicate the invoice was "approved for (name) reviewer by (name) processor". If a Processor does not have this access, all invoices must be routed to the appropriate Reviewer(s) for approval.
	Allow Credit Card Import	Gives a Processor or Supervisor access to the Credit Card Importer. Only Processors with this security right can import credit card transaction files; to add the line items to an invoice that can then be coded and routed for approval and finally exported to their respective accounting system.
	Allow Export	Gives a Processor access to the Ready for Export status in the Document Status field dropdown on the APFlow™ Invoice Entry page. With this status selected, all invoices ready to be exported will be listed. Click to perform the actual export of the visible invoice. Only Processors with this security permission can export approved invoices to their bridged accounting system. Note: If a Processor does not have this permission, the Ready for Export status does not display in the Document Status field dropdown.
	Allow Reset for Edit	If an exported invoice is modified in your accounting system, you can make the same modifications in Sage Intacct Paperless so the data is identical. As a Processor, you must have Allow Reset for Edit permissions (granted on this page). For details, click here. With this permission, as a Processor, you can also access the Export queue.
	Allow Override Route Group	Gives a Processor the ability to choose an alternative routing group or to turn off the default routing rules and route an invoice manually.
	Allow Delete Invoice	Gives a Processor the ability to delete an invoice that is still in the system and not yet exported.
	Allow Add Vendor	This allows Processors to add a vendor into their accounting system from the Invoice Entry page. Not all accounting systems support this functionality.
	Users assigned to this role enter and route accounts payable invoices to Reviewers for approval. Each Processor is considered the "owner" of the invoice with work queues that track invoice status until invoices are exported to the bridged accounting system. If the user is assigned a Processor role, their Additional Permissions will include the General grid options as well as any (or all) of the Processor grid options. Click Select All if all the Processor permissions should be clicked.
Reviewer	Allow Change Line Type	Allows a Reviewer to change the line type of an invoice in Approve Invoices. In Approve Invoices, Reviewers can click the Change Line Type icon located on the invoice line needing to be changed. This feature allows a Reviewer to change any line type to any other available line type.
	Allow Invoice Hold	Gives the Reviewer the ability to place an invoice on hold through the Hold button located on the Approve Invoices page. This is based on the bridged accounting system.
	Invoice Routing - Default Sequence	The number entered here identifies the document's review sequence. This would be the default. The individual assigned the lowest review sequence number receives the invoice first. Note: Click here for details on setting the Invoice Default Sequence. These are vault specific.
	Reviewers have access to Approve Invoices where they view and approve invoices routed to them by Processors. If the user is assigned a Reviewer role, their Additional Permissions will include the General grid options that are selected by default as well as any (or all) of the Reviewer grid options. Click Select All if all the Reviewer permissions should be clicked. For users assigned to a Reviewer role, the Reviewer Approval Limit and Invoice Routing panes display.
Reviewer Approval Limit		This identifies a specific Reviewer selected in the associated Reviewer / Role Lookup indicated by this icon: . User Roles are bolded in the lookup. You can also select a role, instead of an individual, in the Reviewer/Role field. This way, you do not need to update this field should the individual move to a different position within your company. The next individual in the identified role would systematically be routed any invoices that meet the established criteria. Note: Roles are vault specific. (Click here for details about assigning User Roles.) The Sequence number (6 in the example) indicates in what order the listed Reviewer should see invoices. You can change the sequence number as appropriate. Any invoice with a total exceeding the entered dollar amount ($10,000.00 in the example) will systematically be routed to the identified Reviewer.
Supervisor	Supervisors have access to all Processor queues. Individuals in the Supervisor role do not; however, have access to APFlow™ Settings. Only System Administrators and Vault Administrators can access APFlow™ Settings. If the user is assigned a Supervisor role, their Additional Permissions will include the General grid options as well as any (or all) of both the Processor grid options and the Supervisor grid options. Click Select All if all the Processor permissions should be assigned. Click Select All if all the Reviewer permissions should be assigned. For users assigned a Supervisor role, the Reviewer Approval Limit pane displays. This is where you can determine exactly where in the review order (sequence) a specific reviewer role is when routing documents for review and approval. The number entered here is the default sequence number. You can change the sequence number based on the other criteria, including the documents being routed for review and approval. You can also identify a dollar amount where an individual must review a document if that specific dollar amount is exceeded.