Some releases are full of visible changes. Others are more about making important parts of the process work better in the background.
eye-share Workflow 16.1 is a bit of both.
The biggest news is Automatic accruals, a feature many finance teams will recognise as one of those things that can save time exactly where time tends to disappear. But the release also includes improvements for user management, connected systems and extra cost lines on purchase invoices.
In other words: less chasing, less checking and fewer manual steps in places where the system can do more of the work for you.
Let’s start with the big one: Automatic accruals.
Many invoices cover more than one accounting period. Rent, subscriptions, service agreements and recurring costs rarely care about the calendar month they happen to arrive in. The cost belongs to the period it covers, not necessarily the month the invoice is approved.
With Automatic accruals, eye-share Workflow can use the period start and end dates from the invoice and automatically accrue coding lines when the invoice is approved.
This means the period information on the invoice can be used to place the cost in the periods it belongs to, without the user having to create the accrual manually.
For finance teams, this removes one of those repetitive tasks that is important to get right, but not exactly anyone’s favourite part of the day. It also helps make the process more consistent, because the same logic can be applied automatically when the required period information is available.
In the information panel, users can see the period start and end dates, as well as whether Automatic accruals is enabled for the invoice. When enabled, the invoice will be automatically accrued when approved.
Automatic accruals can be enabled globally in your settings and adjusted per supplier in master data, giving businesses control over where the automation should apply. There is also a new action rule that can stop invoices that have been automatically accrued, giving teams an extra control point when they need it.
User administration can become a surprisingly large job, especially in bigger organisations.
People join. People change roles. People leave. And every time that happens, user information and access need to be updated across the systems they use.
With SCIM support, eye-share Workflow can connect to identity providers such as Microsoft Entra ID and keep users updated automatically.
Users can be created, updated and deactivated in Workflow based on changes in the customer’s central identity system. They can also be added to or removed from existing access groups.
This is useful because user management should not depend on someone remembering to update the same information in several places. When access is managed from a central identity system, it becomes easier to keep Workflow aligned with the organisation’s user lifecycle.
And when users are removed, they are deactivated rather than permanently deleted. That means history and traceability are preserved, which is important for businesses that need to document who had access and when.
We have also improved how extra cost lines are handled on purchase invoices.
Extra cost lines are one of those details that need to be correct for the rest of the process to run smoothly. If validation is removed too early, or the wrong extra cost item is selected, the issue may not show up until later in the process. And by then, someone has to spend time figuring out what went wrong.
In 16.1, extra cost lines are handled more consistently in the validation flow. Important validations and error messages remain in place when documents are saved, matched or updated.
There is also support for validating extra cost items against the Item registry. When enabled, extra cost items must exist in the Item registry before they can be used on purchase invoices.
The lookup has also been improved, so users get more relevant extra cost options based on the supplier.
This is not the flashiest update in the release, but it is the kind of improvement that helps prevent small issues from becoming annoying problems later.
Sometimes the most useful answer is not a general product answer. It is the answer that fits the way Workflow is set up for your organisation.
In 16.1, EyeDa can use approved documentation about your Workflow setup to give more relevant answers when users ask questions. This helps users understand what applies to them, whether they are asking about a process, a rule or where to get help next.
EyeDa can also help point users to the right contact person when they need human assistance. Because sometimes the best next step is simply knowing who to ask.
Many businesses use eye-share Workflow together with other systems, such as eye-share Portal, supplier portals or integration platforms.
In 16.1, Workflow can push updates to connected systems when relevant document changes happen, such as status changes or transfer information updates.
This means a connected system can receive key information about what has changed, instead of having to check Workflow at intervals just to find out if something has happened.
For supplier-facing systems, this can help keep invoice information more up to date, for example when an invoice is rejected, approved, transferred, booked or paid.
eye-share Workflow 16.1 brings improvements to different parts of the process, from accruals and user management to connected systems and purchase invoice details.
Some of these features are visible in the daily workflow. Others work more quietly in the background. But they all support the same idea: when the system has the information it needs, it should help reduce the manual work around it.
That is where good automation makes a difference. Not by taking control away from the user, but by handling more of the repetitive work with the right rules, setup and traceability in place.