User Guide - Palette
Invoice Approval System
In this guide you will be able to find useful guidance of the system, Palette. The system used for approving vendor invoices for KRY/LIVI. Palette went live on the 19th of August and replaced Netsuite.
How Do I Sign/Approve An Invoice?5
How do I change the coding of the invoice?6
How do I split an invoice on different cost centers, markets etc?8
How do I add a text(free text field) on the coding row?9
How do I see if a cost has been Periodization/Amortized?9
How do I see Flow of approvers of an invoice?10
How do I edit the flow of who should approve the invoice/or forward the invoice?10
How do I sign/approve an invoice?12
Invoice acceptance - Reviewer13
Approver of cost - Cost Center Owner13
How do I reject (tag with unknown) an invoice?13
How do I add a temporary user (back-up person) in Palette?18
How can I see approved/history invoices that I have approved before?20
How do I see the status of an invoice?21
How can I see if an invoice has been paid?21
How do I review/approve/sign an invoice in PaletteMobile?23
ACCOUNT POSTING (coding row)26
How do I change the coding of an invoice? (mobile)26
How do I see a copy of the invoice? (mobile)27
How to I Sign/Approve an invoice?27
How to I mark an invoice with unknown (reject)?27
PaletteInvoice
How do I get a Login to Palette?
Palette accounts are managed by the Finance department. If you are new to the system and need a login, please request this at https://ask-finance.kry.se/hc/en-us and they will create one for you as soon as possible.
How do I Login to Palette?
Open PaletteArena using the link in your reminder from Palette email or through your the following LINK to the Palette.
State User:
- Username: Your email address
- State Password:
- Press Login
How do I Reset my user?
Are you logging into Palette for the first time or have forgotten your password? Follow the link in the reminder email and follow the instructions to reset your user.
Instruction:
- Click on “Forgotten your password”
- User name: Enter Your email address
- Email address: Enter Your Email address
- Press on send (skicka). (NOTE: Pressing on send to many times, will lock the account)
- An email has been sent to your email address (can take up to 5-10 minutes)
- Follow the link in the email, select a new Password.
(Password requirements: Minimum 8 characters, numbers, Capital letters, Special signs (!%&/())) )
What is a Role?
Each user in Palette is assigned a role, and the role name is based on Bamboo. If you are a user with more than one role or if you are a “ temporary user” (Back-up person) that person's role inbox will also be visible here. When you are a back-up person you need to actively switch roles. Important so no invoices are missed. roles on the top right side in the scroll list.
Invoices
If you have an invoice to take action on in Palette. You receive an email with the subject “Reminder from Palette”. In the email reminder there is a link to Palette, to approve invoices. (You receive a summary of the invoices).
In Palette you find the invoices in your inbox under “My tasks” → “Invoices”. Default marked is invoices with statuses “To be processed” and “Being Checked”.
An invoice can have five different statuses:
Inbound: Invoices that have been scanned and are on the way to you.
To Be Processed: Invoices in your Palette inbox to take action on.
Being Checked: Invoices that has been tagged for further investigation (internally/externally)
Processed: Invoices that the user has checked/signed but not yet been recorded in the finance system.
Unknown: Invoices that you have marked as unknown.
How Do I Sign/Approve An Invoice?
Go on invoices, click on the invoice line for the invoice you would like to sign/approve. When clicking into the invoice the Invoice Pdf, Invoicedata, account posting line (coding row), flow, comment will be visible.. Will be described more in detail below.
INVOICE IMAGE
The image to the left shows the scanned image of the invoice. To save a copy of the invoice, press on the printer. To print/find the pdf:s go to the reports, then click on administration → “My Printbox”. Print the pdf file or save the pdf file.
INVOICE
Shows data captured from the invoice, such as which KRY/LIVI company the invoice is processed in, supplier name, invoice number, due date, currency, amount.
ACCOUNT POSTING
A suggestion of the coding has been made from accounting. Control the dimensions. When accepting/signing the invoice it also means a control of the coding.
➤Account: What kind of cost has been purchased?
➤Cost center: What team should take the cost?
➤Market: What market does the cost concern?
➤Business Unit: What Business Unit is connected to the cost?
➤Product: What product is connected to the cost?
➤Project: If there is a specific project that the cost should be tagged with.
Further questions regarding the cost center, market, product, business center reach out to your business controller. Or use slack channel #ask-finance.
How do I change the coding of the invoice?
If changes are needed to how the invoice has been coded on the account, cost center, market, business unit, product. Follow the below instruction.
Instruction:
- Click on the row of the coding.
- Go to the Account Posting Line. Before making the changes to the coding row, make sure that an amount is visible. (if not, no changes will be made and an error warning will pop up).
- Make the necessary changes of the coding. For example change the market → click on the arrow and select the correct market.
- Press on update, the coding row of how the cost will be booked has been changed.
NOTE: If updating the cost center of the invoice, and it triggers another approver. Go to the Pen of the flow and remove the old cost center approver by clicking on X.
Howdo I split an invoice on different cost centers, markets etc?
If an invoice should be splitted on different markets etc. Follow the below instruction:
- Click on the row of the coding.
- Go to the Account Posting Line. Before making the changes to the coding row, make sure that an amount is visible. (if not, no changes will be made and an error warning will pop up)
- Adjust the amount in the orange marked field (see picture) to the amount that should be coded on the respective dimensions.
- Press on Update
- When changing the amount, a variance will be created if the invoice is not fully coded. This variance will default to be filled in after changing the amount.
- Add the coding of remaining amounts and adjust the coding accordingly, press on “Add”.
(NOTE: The invoice needs to be fully coded in order to be able to press on the sign)
How do I add a text(free text field) on the coding row?
The free text field, text, on the coding row is posted in the finance system for a more descriptive bookkeeping. Example of text is: period of service, licence period, more info of the cost etc.
A text has been added if it says YES, to see what it says. Hold the mouse over YES and you will be able to see the text.
To add a text, press on “No”. In the pop-up, write in the comment.
How do I see if a cost has been Periodization/Amortized?
Some costs are subject to Periodization/Amortization. This means that costs are splitted over future periods. Example: A license that concerns a full year 2020 and the price is 200 000 SEK. This cost can be splitted on the whole year.
To see if an invoice has been added as a periodization/amortization, this is visible in the “Dist” kolumn. If a cost has been Amortized, it says “Yes.”
- To see which period, hold the mouse over Yes” and the period is visible.
- If a cost should have been periodized. Press on “unknown” and reject the invoice with a comment that it should be periodized and for which period. (A rule of thumb is that the invoice concerns future periods and over 50 000 SEK)
FLOW
How do I see Flow of approvers of an invoice?
In the flow section, the flow of approvers is visible. Click somewhere on the page. Hold the mouse arrow on the role that you would like to see that name of the person behind the role.
Status och flow:
Green: Has been signed(handled)
Red: invoice currently being processed
Blue: Invoice will after being approved by the red
Yellow: Invoices is being Checked(inquired)
Grey: Invoice is sent further without notice
How do I edit the flow of who should approve the invoice/or forward the invoice?
- Click on the to edit the flow
- Click on the + on the button “Insert role in the flow at the level you want to add a role.
- A dialogue box opens where you can search by role, role name, user, name of user. Click Search to search for all roles. Select the person that you would like to forward the invoice to.
- Click on Close to return to the account posting view.
- Press on sign, the invoice has been forwarded to the next approver.
IMPORTANT: When adding more approvers in the flow → this also means that it takes longer time for the invoice to be approved. Risking late payments of invoices.
We recommend if there is a need to share a copy of the invoice to a colleague to use the function “send to email”.
Add a Comment
Press on the + to add a comment or attach a file related to the invoice.
From now on the comments and/or the attached files will be shown. This information will also be displayed and visible to the approver after you.
- In the text box that is opened, you can write comments (free text)
- To attach an file, click Browse … and Choose the file
How do I sign/approve an invoice?
At KRY/LIVI there is a 4 eyes principle on every cost that should be paid out. A team member can do the first review/acceptance of the invoice. The invoice will then go to the cost center owner. This person is budget responsible and must sign off that the cost should be taken on their budget.
After approved in the system, the invoice can be set up for payment.
Invoice acceptance - Reviewer
The acceptor/reviewer is normally the one who has ordered the product or service. This person is responsible for confirming that the invoice is correct and that the service/product has been delivered.
If the invoice/cost is OK. Press on the sign bottom and the invoice will go to the next approver, the cost center owner.
(For an invoice to be paid it needs to be finally processed, it also needs to have been approved by the Cost Center Owner in Palette)
Approver of cost - Cost Center Owner
Cost center/budget owner approves that the cost is taken on their cost center and that the cost is landing on their team budget.
If the invoice/cost is OK. Press on the sign bottom.
How do I reject (tag with unknown) an invoice?
If you have received an invoice that doesn’t belong to you.
Press on “unknown”. Also write a comment in the pop up window, why you reject the invoice. The invoice will then go back to the accounting team to handle the invoice.
Options
Under options there are some great functions for you as a user to use. For example, see the history of that supplier and also send out an email directly from Palette. Mark an invoice with and Enquiry (under investigation, waiting for credit invoice, Internal investigation). Invoices that are marked with an inquiry invoice, “Being checked”
Supplier History
See the history of the supplier of the invoice that you are currently handling. Pressing on supplier history.
Send to Email
In Palette you can send out an email directly to an email address (supplier) or for sharing a copy of the invoice to someone at KRY/LIVI.
Please follow the below instruction:
- Click on options
- Send to Email
- Enter the email address that the email should be sent to
- Write the message that you would like to send to the receiver of the email
The recipient of the email will receive an email, see picture below how the email looks like. The email includes the following:
- Supplier name, invoice number etc
- The recipient can see the message - created when send to email.
- A copy of the invoice
Enquiry
In Palette you can set an invoice on hold, by tagging it with an enquiry. The invoices are still then in your invoice queue, but with another status “Being Checked”.
Enquiry can be used if you have received an incorrect invoice by the supplier. Tagging the invoice with an Enquiry shows finance that you are under discussion with the supplier, or waiting for a credit.
As contact person, reach out to the supplier for a credit invoice and for an updated invoice. Write a comment in Palette.
1. Enquiry Type: Select the appropriate enquiry type
- Role for Checking:
- If you are under investigation of the invoice, asked for credit or clarification needed from supplier.
Leave the field “Role for Checking” Empty.
- If someone else at KRY should do some additional investigation of the invoice. Find the person by clicking on the blue→ Search after the user
2. The message:
- Write a message when sending the invoice for the enquiry, this information will be visible for the receiver.
- When no other role is added, the invoice will then stay in your inbox and that it is under investigation. With status being checked.
- Return to me after enquiry:
Make sure to untick this box, if the invoice should not be sent back to you.
- Attachment:
Option to include supporting documents is available with an attached file.
- Send for Enquiry:
After selecting the person, press on “send for enquiry”.
- The received of the enquiry:
An invoice that has been sent for inquiry internally to another person/or still with the user. The invoice will then be marked with being checked in your inbox of invoices in palette.
Dash-board
Guidelines and useful links are found here provided by your finance team. Go to Dash-board -> My tasks
My Profile
USER
- Select preferred language
- Select preferred start-page
- Select between to layouts (we recommend layout Responsive)
- Able to change password
How do I add a temporary user (back-up person) in Palette?
In Palette it is possible as a user to add a temporary user (back-up person) when you’re going on vacation. This person is logged in as your role and will be able to handle your invoices in your absence. You will be able to see the invoices in your archive (reports).
If you are a cost center owner/budget owner will your approval rights be copied to your back-up person.
- Go to “My Profile”
- Press on “Temporary users”
- Click on users (blue marked). A dialogue box opens where you can search by role, role name, user, name of user. Click Search to search for all roles.
- Add the period when your back-up person will handle your invoices.
- Press on add
- Then finish by pressing save
DON’T FORGET TO INFORM THAT YOU HAVE ADDED THEM AS A BACK UP WHEN YOU ARE AWAY.
If you are the “temporary user”(back-up) for a person, that role will also be visible here.
Important: Make sure to check all the roles for invoices to be handled! As a back-up you need to actively switch between the roles, in the top right corner.
Reports
INVOICE
How can I see approved/history invoices that I have approved before?
To see historical invoices that you have received/approved in Palette.
- Click on the “reports” button
- Click on “invoice”.
- Click on “Show Invoice”
- Press on clear
- Enter selections and filters if needed, for example search on supplier, invoice number, legal entity, account etc.
- Press on Search
How do I see the status of an invoice?
- Go to Reports
- Press on Invoice
- Press on search to see all invoices (or make selections on invoice number or Supplier etc)
- Status Active:
Invoice is in Palette for approval by organisation. Has to be approved by the organisation to be paid out, click into the invoice. To see who currently have the invoice for approval. Hold the mouse over the role - Status Processed:
Invoice has been final approved in Palette. The invoice has been posted to our finance system and are ready for payment.
How can I see if an invoice has been paid?
- Go to Reports
- Press on Invoice
- Press on search to see all invoices (or make selections on invoice number or Supplier etc)
- If an invoice has been paid, it has a payment date.
ADMINISTRATION
Report: My Printbox
This report shows the invoices that the user has in their printbox, that has been added to the queue “My Printbox” in Palette
Reports → Administration-> My printbox → Mark the print box job that should be printed.
Or download the pdf:s files.
PalettMobile
Palette has a Mobile version (no app at the moment), if you would like to approve your invoices on your phone.
Log into PaletteMobile
Open PaletteArena Mobile by using the link in your email.
State User:
- Username: Your email address
- State Password:
- Press Login
Invoice (mobile)
When logging into PaletteMobile, the first page is an overview of all the invoices that require your attention. Please follow the below steps.
How do I review/approve/sign an invoice in PaletteMobile?
Click on the invoice line of the invoice that should be reviewed/approved.
INVOICE
Shows data captured from the invoice, such as which KRY/LIVI company, supplier name, invoice number, due date, currency, amount.
NOTE: To go back to start page, press on “inbox”
FLOW
Click on the to see the approvers of the invoice.
How do I add an approver?
To edit the flow of the invoice press on “add role”, search on the extra approver that you would like to add. This person also needs to approve the invoice before payment .
(TIP: Add * before and after the name when searching for the role.
In the mobile version, it’s only possible to search on role, not name)
Press on save.
ACCOUNT POSTING (coding row)
Press on to see the suggested coding row of the invoice.
How do I change the coding of an invoice? (mobile)
If needed to change the coding, press on the pencil to edit dimensions.
After pressing on the pencil, it is possible to edit the dimensions. For example change the market . Make the changes and press save after making the changes.
INVOICE PDF
How do I see a copy of the invoice? (mobile)
Press on the picture image, to download an pdf file of the invoice.
How to I Sign/Approve an invoice?
If the invoice is OK, and the coding is correct. Press on sign.
How to I mark an invoice with unknown (reject)?
If you don’t recognize the invoice. Press on unknown, and add a reason for rejecting the invoice. The invoice goes to Finance team to be investigated further. .
Questions?
Slack us through the channel #ask-finance
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