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Acceptance flow

The acceptance flow is a feature that makes sure a supply order or incoming invoice has to be approved by certain people before further action can be taken:

for a supply order: e-mailing the supply order is only possible once it has been approved
for an incoming invoice: generating a payment file is only possible once it has been approved

You can link an acceptance flow to a supplier. For an incoming invoice and a supply order for this supplier, this acceptance flow is called upon.
When you set up an acceptance flow, you can define priorities. The priorities make sure that a second (and possibly also a third) person only receives the approval request once the person in the priority before them has approved the document.

If you set several people in one priority, all of these people have to give their approval

If a project leader or an executor is set, this person is skipped if no project is linked to the supply order / incoming invoice

Example:
I have created an acceptance flow for material ordered for a project. This acceptance flow has several priorities.

Priority 1	Priority 2	Priority 3
Project leader: checks whether the materials are correct	Assignee for incoming invoices	Managing director: final approval

Use

The acceptance flow is located in the supply orders and incoming invoices modules.
The acceptance flow consists of several steps. These steps have to be completed before you can generate a payment file from your incoming invoice.

The acceptance flow has to be started. This happens manually on the incoming invoice itself, or it can happen automatically by activating the function on the Robawsbox.
The users who are part of the acceptance flow can consult the outstanding approval requests at the top right.
In the overview of the approval requests they can take an action. The possible actions are accept, reject or put on hold.
Via the approval request you have the option to adjust or add a few details (e.g. project, supply order, column X, price, equipment, etc.)
As soon as all users who are part of the acceptance flow have accepted the incoming invoice, a payment file can be generated.

Approval request screen

TIP: the flow can be adjusted manually from the supply order / incoming invoice (e.g. removing or changing a user in case of absence)

TIP: if the approver is the project leader or the executor of the project that is linked to the line of the incoming invoice/supply order, this line is shown in the accentcolor

Settings

Via settings > incoming invoices > approval request or settings > supply order > approval request you activate the function and create the various flows. The approval requests for incoming invoices and for supply orders are independent of each other and can also be used independently.
As soon as this has been activated, you can add the correct acceptance flow to the supplier on the supplier file.

Setting	Explanation
Name	The name you give to the acceptance flow
Users	You add the users you want to assign to that priority. You do not have to limit this to 1 user; you can add several
Project leader	If you activate this function, the project leader of the project that is linked to the incoming invoice is automatically included in this priority of the acceptance flow
Executor	If you activate this function, the executor of the project that is linked to the incoming invoice is automatically included in this priority of the acceptance flow
Minimum amount	This is the minimum amount the incoming invoice has to reach before this priority is included in the acceptance flow.

Via the settings there are also options to set statuses relating to the acceptance flow.

Updated on: 04/09/2026

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