Allow users with security rights to view all web invoices to be able to also view all submitted invoice requests in Expense Management.

Adding this on behalf of Joanne Buckner:

 

There needs to be an "overall" view for admins for invoice requests in Expense Management the way there is in webportal. This is needed because some admins are not approvers but still need to view what's going on.

I oversee all invoice requests in order to process the checks. Only the person who enters the invoice or their supervisors can see the invoices currently until they are completely approved. We have people all the time who ask us about invoices and where the process is.


In web portal I can log in and see that a certain supervisor hasn’t approved it or that it actually had only been saved and not submitted. There is no way to do this in expense management using NXT.

 

  • Guest
  • Jun 26 2019
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  • Guest commented
    27 Sep 03:15am

    Another thing about insights that is not useful is that our dashboard only updates every 6-8 hours. I asked the support chat if we can update this manually but they said we can't. So that makes this insight kind of useless to find the exact place an invoice request is in the queue if the info is 6-8 hours old.

  • Molly Maher commented
    26 Sep 04:16pm

    The insights really isn't that helpful. I need to be able to drill down to see where in the approval rule it's getting hung up. Dashboard doesn't allow me to drill down from within it, and I can't go look it up in expense management!

  • Aimee Sanchez commented
    23 Sep 03:58pm

    Ideally we could download the data from the dashboard so it's easier to sort and communicate with those responsible to approve or with the team members that started a request but didn't finish it.

  • Henry Zhao commented
    22 Sep 08:18pm

    Would love to see the user's name rather than their ID as well. Where could we find a list of our users and their respective IDs?


    Are there any plans to add fields to show the invoice descriptions, account distributions and any attachments on the request? It would be great to be able to view the same information that the requestor/approver has.

  • Guest commented
    22 Sep 05:07pm

    Why are the fields for last changed by ID and last action by numbers rather than the staff's name? For us, it would be more useful to use the staff's name.


    Also, if you add any row attributes, the date row disappears. There's no option to add the date back. Is this a bug?

  • Lori Muench commented
    22 Sep 03:09pm

    I tested this solution yesterday and was able to complete a custom dashboard for a VP showing him only approval rules that fall into his area of responsibility. I'm excited to be able to roll out to the rest of our org soon!

  • Admin
    Eddie Barker commented
    22 Sep 02:26pm

    Hi Stephen (and everyone monitoring this),

    It's not in Expense Management, you would need to go to Analysis on the omnibar at the top, then select Dashboard builder, and create a new custom dashboard (or edit an existing one), and search in insights for "invoice" and you'll see several insights, the invoice request by approver, expense category lists, and the donut chart for Invoice stats by Requestor are all available now. Thanks!

  • Stephen Broome commented
    22 Sep 01:17pm

    Hello Eddie
    Where exactly in Expense Management will I find this?

    Stephen Broome | Risk Management & Financial System Manager
    P: 732.640.2061 X 132 | F: 732.543.1201 sbroome@newjerseycommunitycapital.org

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  • Admin
    Eddie Barker commented
    21 Sep 01:59pm

    Hi all, with the release to general availability yesterday of the Insight Designer trial as well as three new expense management pre-defined insights, you should have some tools to get you a filterable list of invoice requests (by date, by status, etc.).
    The new predefined insight lists are:
    Invoice Request by Approver
    Invoice Request by Expense Category
    There is also an Invoice Request by Approver donut chart to allow you to filter by vendor, status, date, etc.
    You can add these predefined insights to custom dashboards in Dashboard Builder today, with no additional cost.
    Insight Designer, which allows you to develop your own insights, is an additional fee, and the environment administrators at your sites should have gotten that email yesterday, if you want to sign up for a 30-day trial at no cost or commitment.

    Additional insights are coming, and there is also some work to do around a better "admin view" in Expense Management itself. Thanks all!

    Eddie Barker
    Blackbaud Product Management

  • Erica Messerli commented
    20 Sep 08:06pm

    Any update on when this change will be implemented? An admin said on October 14, 2021 (so almost a year ago) that this was a planned change.

  • Barb Gibbons commented
    11 Aug 03:32pm

    I agree this needs to done.

  • Anthony Eberspacher commented
    17 May 08:26pm

    We're in the process of implementing Blackbaud FE NXT and didn't even think to ask this simple question of having an AP supervisor or system admin be able to see all invoices submitted and their status. As is, we're seeing if an invoice gets submitted and we have an approver that isn't doing their job, we can't follow up with them. We don't even know they aren't doing their job and invoices are held up unnecessarily. I'm not sure why this function isn't available. It's just such an easy fix, how has this taken almost 3 years to complete?

  • Guest commented
    28 Apr 02:20pm

    It's been three years since this was submitted, and it's really important. Please prioritize this. Even just the ability to run a query would work.

  • Jeff Bone commented
    15 Apr 11:59am

    Could not agree more. We need to know what is out there. This should be a top priority.

  • Guest commented
    13 Apr 07:53pm

    Please make this happen. This is critical in order for us to have a company wide view of all open invoices that have not yet been approved.

  • Stephen Broome commented
    6 Apr 02:26pm

    Please make this happen! I get this request all the time from my users.

  • Angie Fletcher commented
    1 Apr 07:38pm

    Yes, being able to see what is out there for approval is helpful for AP, we need to know where an invoice is if a vendor happens to call or if it needs to be changed to another approver.

  • Guest commented
    11 Mar 04:14pm

    Yes, this would be very helpful.


  • Guest commented
    24 Feb 04:47pm

    As an Approver, it would be very helpful to have the ability to see all transactions and requests, even after being Approved or Rejected. Not only would it be useful for a status, but also for the history. It would also be helpful to look back on comments that were made to answer any questions.

  • Guest commented
    7 Feb 09:22pm

    We need this so badly. Invoices get lost in the process and in accounting we have no way to check up on status of submissions we did not do. Please escalate this to the top of the list!

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