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Question

Question

Business Process that includes a payment request after the approval stage

Forms Version 10 Workflow
Updated May 17, 2017
asked on May 16, 2017

What is the Best Practice that you would recommend?  We want to automate the request for payment at the end of a Business Process.  So, QUESTION:  Is this how you would do it:

Once an approved user hits the Approve button in the LF Forms process,

  • a workflow would kick in creating a PDF form,
  • would fill in the name, address and amount fields from the current BP,
  • and send the PDF by email directly to the Accounts payable clerk.  

 

Or would you do it another way?

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Replies

replied on May 16, 2017

Do you mean to use the Braintree payment in Forms? If so, you could set payment on user task directly (need Forms 10.2.1) so when click the approve button, the payment would take place.

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View 1 previous reply
replied on May 17, 2017

No, not for the public to make a payment, but for our staff to be able to skip the step of forwarding a Payment Voucher to our accts payable clerk for something.  

In the example I'm working with, it is a Scholarship Application process where, once all the approved applications are identified, the next step in the Business Process would be notifying the Accts payable clerk to issue the cheques to the successful applicants.

Currently, if twenty applicants are successful, our Administrative Clerk has to fill out twenty Payment Vouchers and have them sent to the AP clerk.  

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replied on May 17, 2017

I think the way you described in your original post would work great for what you are needing. This would take a great load off of the Accounts Payable Clerk.

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replied on May 17, 2017

I will work towards that then.  There might be 20 applications that come in; our CAO then needs to approve the ones that remain after her assistant weeds out the ones that do not meet criteria.  

I think I will have her view them in an approved folder and just tell her assistant once done.  The assistant can then go in and hit Approve on those and that will kick off the Request for Payment notice that goes to the Accts Payable clerk.

Wait!  Can the Forms process "wait" for a status field n the application which was saved into LF Repository to be changed to Approved and, when it sees that field change, then move on to the next step?

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replied on May 17, 2017

Workflow could be set to watch that field and once it is changed, push information back into the Forms instance.

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