AP Approval in NXT

Lola Schantz

Is anyone using the Expense Managment in NXT to automate their AP approval process? This was one of the big 3 things we needed our new software to do when we upgraded last year. We were assured NXT did it. I think they might have oversold their product.

Kevin Brazell

@Lola Schantz
many FENXT clients are using Expense Management, it's an update to the original Web-Invoicing function that provided the same basic approval process. In some cases , they've been using the original and the updated Expense Management for over a decade. Just need to set up the approval rules, expense categories, and make sure users ( especially approvers) have their emails and notification preferences set so they can be notified by email when their attention is needed to review the requests. Here's a link to the Expense Management functions.

Lola Schantz

@Kevin Brazell

Thank you for your reply! I have been trying to use the Expense Managment to do this and it is not working properly (it is probably something I am missing). Instructions are non-existent to use as an AP approval workflow. We selected NXT because we were told (in writing) that they had an AP workflow. Expense Managment really is not that. I am hoping someone that is using Exp Mgmt as an AP Approval workflow might be willing to chat with me on all the steps necessary to use it that way. Although seems like a LOT of work for something we paid Blackbaud for. Just really disappointed.

Kerryn Schwarz

@Lola Schantz Yes! We have done that and it is working pretty well. It does take some time to get users used to this flow and away from signatures on paper. I rolled it out slowly so I could work with each department separately and figure out the kinks in our processes. The best part is having everything saved electronically and no more paper! (When I am given paperwork the old way, which some still prefer, I just scan in and submit myself) We have it set so that final 3 approvers are in accounting, which means that we all have eyes on expenses coming through. I will admit that setting up the “Approval Rules” and “Approval Groups” under settings is a little confusing. There is a particular order it must be done in. Perhaps you can call Blackbaud and have someone walk you through the steps. As the main person processing AP, Expense Management has made my life a lot easier!!!

Lola Schantz

@Kerryn Schwarz
That makes sense. I have 2 AP Accountants that will enter the invoices, then we want the Department heads to approve their department invoices and then I want final approval to make sure the correct GL is being hit.

Kerryn Schwarz

@Lola Schantz That definitely sounds very doable, from my experience. Good luck with it!

Mary Ryberg

yes this can be done - just build out the approval levels - we have been using it successfully

Yolanda Brumfield

@Lola Schantz I agree, they definitely oversold it.

I have been vacillating between Expense Management and AvidXchange. They both will do the job, but require setting up the workflows that are counterintuitive to me. I'm coming from BILL where the workflow is basic - assign the users adhoc and/or automatically route invoices based on program/grant/project. Unfortunately, both Exp Mgmt and AvidXchange require you to define the workflows upfront, which is frustrating because an invoice could have several grant distributions, so you may not know the workflow until the invoice comes in. And not to mention that Exp Mgmt requires expense categories…

But, a deciding factor against Exp Mgmt is not being able to assign a posting date separate from the invoice date. This is no different than QBO.

If there are other workarounds or best practices, I'd love to hear them.