Absence and substitution management
- Vesa Koskinen
Users assigned the IPA roles Invoice Reviewer or Invoice Approver have the ability to set up absences and manage their substitute users. This allows you to designate a substitute who can handle invoice-related tasks during your absence. You can access the absence management at businessnetwork.opuscapita.com/absence/ or in In IPA user menu, click Absences. In Business Network Portal select Company → Absences.
Absence overview
The absence overview page lists all of your current and past absences. If you have user-manager role, then you can view and edit absences for all users in the assigned companies.
Depending on the absence status, there are different actions you can make:
Open - absence summary page opens: absence period, companies, tasks and company substitutes used in this absence
Edit - you can edit all of the absence configuration fields.
Stop - stop ongoing absence immediately. You can restart the absence by selecting edit, and going through the configuration steps.
Delete - draft absence can be deleted permanently.
There are four different absence statuses:
Activated - absence start date has passed and substitute user is handling invoices assigned to you. You can stop or edit the absence.
Expired - absence end date has passed and substitute user no longer is handling invoices assigned to you. You can open the absence and view the summary.
Stopped - absence has been stopped by the absent user or by user-manager. You can edit the absence and e.g. restart it.
Draft - absence is partially configured but not started. You can continue editing the absence or delete it.
Create absence
You can set substitutes for yourself for the duration of your absences. When you are absent, you can still see the documents assigned to you if needed. Your substitute will only see the documents for the duration of your absence.
Absences and substations can be only set of IPA invoice approver and invoice reviewer roles.
In IPA user menu, click Absences. Or, in Business Network Portal select Company → Absences
The Absence editor view opens.Click Add Absence.
Your user account is automatically selected in User field.
If you have user-manager role, then you can create absence for any user in the companies defined in the role rights.
Set the Absence period
In the From field, select the date when your absence begins.
In the To field, select the date when your absence ends.
Click Next. Notice that you are now adding substitute for the Invoice Approve role.
If you do not have an approval role, move on to the Invoice Review settings by clicking Next. In this example we will add substitution only for Review role.
In the Substituting menu, fill in the User ID or Email of the person that will be your substitute.
Click Check as substitute. The substitute user’s company rights visible in the list. Select if you want to add the substitutions to all companies in the list or only to some of them.
Click Select as substitute (see checkboxes below). The substitutions are now added to the list. If you wish to add another person as substitute to some of the other companies start again from point 5.
Click Next, you will now see the summary of the substitutions you have defined. In the list you can see that Andy Approver has been assigned as substitute to companies Musterkunden AG and Manufacturing Unit + Mark Matcher has been assigned as substitute to company Swedish unit.
Press either Save or Save & Activate. If you press Save the settings will remain as a draft. If you press Save & Activate the settings will become active from the substitution start date.
A substitution in draft mode can be edited by clicking Edit and set as active later on.
To delete an absence, click Delete on the absence list item. You can only delete absences that occur in the future.
To stop an ongoing absence, click Stop on the absence list item.
You can select how many rows you want to display on the list per page. Use the Next and Previous buttons to navigate between pages.
To return to Invoices overview, click Back.
Note: An ongoing absence is indicated next to your name on the user menu.
Note: When you are absent, you can still see the documents assigned to you if needed. Your substitute will only see the documents for the duration of your absence.
You can set substitutes for yourself for the duration of your absences.