Accounts Payable Email Tab | PowerSchool ERP

Use this tab to define the information that will appear in the email notifications sent to the approvers and requesters. Each workflow type can have a notification set up with its own subject and body. You can use variables to customize the body of an email, for example, to identify the records that require action and specify other information relevant to the notification. The text entered in the Subject field will display as either the subject line of the email or description of the activity.

The Reminder email, in addition to the subject and body fields, has a Remind Every field, which allows you to enter, in hours/days, how often you want approvers to be notified that they still have outstanding payables to approve.

In general, accounts payable workflow consists of two workflow types. One type is a notification that requires an action to be performed. The other is a notification that the action has been taken. Since the approval process for payables allows for different types of actions to be taken, workflow allows notifications to be setup for each type of action.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Service Maintenance > Accounts Payable

Action Buttons

The following action buttons display on the tab:

Apply	Saves your settings.
Undo	Resets any changes you made prior to the last time you clicked Apply.

Variables

You can use the variables defined in the Accounts Payable Email tab in the subject and body for each workflow notification. When the email or activity is sent, the variable is replaced with the data pertaining to the workflow. You are not required to use variables, so you can choose to use as many or as few as you want.

Following are the variables available for Accounts Payable Workflows:

_RequesterFullName	The full name of the person who entered the payable.
_Batch	The control number of the batch containing the payable that requires approval.
_Amount	The amount of the payable.
_ApprovalGroup	The approval group associated with the payable.
_BudgetCode	The budget code for the payable.
_Account	The account code for the payable.
_PoNo	The purchase order number for the payable.
_Invoice	The invoice number for the payable.
_Vendor	The vendor number for the payable.
_VendorName	Vendor name for the payable.
_DueDate	The due date for the payable.
_Description	The description for the payable.
_ApprovalComments	The comments entered when an approver completes the approve, deny or needs correction action.
_URL	The link to the approval page.
_CrLf	Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one.

Accounts Payable Workflow Types

Following are the different types of workflow notifications that can be configured in the Accounts Payable Email tab using the settings from the Accounts Payable Forms tab. For details on these settings, refer to the next section, Accounts Payable Forms Tab.

Needs Approval	This workflow is initiated when a payable is entered and routed for approval. Approvers and alternates receive this notification based on settings in the Accounts Payable Forms tab. This workflow type requires an action.
Posted	This workflow is initiated when the payable has been approved by all levels of the approval group and, if applicable, any account approvals. The completion of the approval process posts the payables. The requester will receive this notification. This workflow type is a notification that the approval action has been completed.
Denied	This workflow is initiated when the payable has been denied by any level of the approval group or, if applicable, any account approvals. Approvers and requesters receive this notification based on settings in the Accounts Payable Forms tab. This workflow type is a notification that the payable has been denied.
Needs Correction	This workflow is initiated when the payable has been flagged by any level of the approval group or, if applicable, any account approvals as needing correction. Approvers and requesters receive this notification based on settings in the Accounts Payable Forms tab. This workflow type requires an action.
Reminder	This workflow is initiated when a payable was routed for approval and no action has been taken on the payable since the Needs Approval notification was sent. This notification is sent based on the time entered in the Remind Every field. Approvers and alternates receive this notification based on settings in the Accounts Payable Forms tab. This workflow type requires an action.
Canceled	This workflow is initiated when the payable has been deleted through the PowerSchool ERP software, or the approval group has been changed. Approvers and requesters receive this notification based on settings in the Accounts Payable Forms tab. This workflow type is a notification that the payable has been canceled.

Fields

Field	Description
Remind Every	The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type. Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent.
Subject	Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type.
Body	Text that will appear in the body of the email notification. You can define a different body message for each workflow type.

Field

Description

Remind Every

The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type.

Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent.

Subject

Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type.

Body

Text that will appear in the body of the email notification. You can define a different body message for each workflow type.