The Microix Workflow Modules integrate purchasing, receiving, and invoicing into a unified, automated two- or three-way matching process. When implemented according to the recommended workflow model, this approach reduces manual effort, enhances financial visibility, and strengthens internal controls across procurement and accounts payable functions.
This article outlines the standard Microix workflow structure and explains why following the recommended process is essential for achieving full automation and accuracy.
When Microix is used to manage purchase orders and invoicing against received items and/or services, the standard and recommended workflow includes the following:
Levels 0–10 are used for document review and approval. These levels are configured based on customer requirements.
Level 14 indicates workflow completion and triggers transfer to MIP Accounting.
Workflow levels represent structured processing stages that drive automation, validation, and system intelligence across Microix.
Levels above 10 are system-reserved and are not intended for normal operational use. Introducing non-standard workflow levels may unintentionally disconnect purchasing, receiving, and invoicing, thereby limiting the system’s ability to automate processes and enforce best practices.
By aligning with the Microix-recommended workflow, organizations unlock the full value of the Workflow Modules, enabling a more integrated and efficient process across purchase orders, receiving, and invoicing.
Microix includes workflow levels 1–10 by default. Each main level can support up to nine sub-levels (for example, 1.1–1.9 or 2.1–2.9), allowing for a maximum of 100 total approval levels without deviating from the recommended workflow.
Once a document reaches its configured approval level (defined by the customer in Global Setting 52), Microix automatically notifies the requester by email if confirmation option is set in the approval routing. This eliminates manual follow-ups and improves process transparency.
Purchase orders that are already in an approved state can be re-routed to a lower approval level when changes are required, such as product substitutions, modifications, or pricing updates. The document is re-approved before returning to the approved state, without breaking workflow continuity or creating duplicate records.
This process:
Microix Display Account Balance provides real-time insight into approved versus in-process commitments, giving finance teams a more accurate view of available funds.
Receiving is fully integrated into the Microix workflow to ensure goods and services are formally acknowledged before invoicing and payment.
One of the most powerful benefits of the recommended workflow is invoice automation.
Microix can generate invoices directly from received purchase order items by copying:
This significantly reduces Accounts Payable data entry while improving accuracy and consistency. Invoices can optionally be routed for approval or transferred directly to MIP Accounting for payment processing.
Microix supports seamless integration with MIP Accounting:
For purchase orders requiring a single payment, Microix can create the invoice directly in MIP Accounting and automatically close the purchase order by setting it to level 14.
The complete transaction lifecycle—from purchase order, to invoice, to check—is visible through Microix vendor activity. This improves audit readiness, operational transparency, and issue resolution.
The Microix Workflow Modules are most effective when the system is allowed to operate as designed. By following the recommended workflow structure, organizations shift effort away from manual data entry and exception handling and toward automation, validation, and control.
The result is a process that is:
Most importantly, it enables purchasing, receiving, and accounts payable to function as a single, connected process rather than disconnected steps.
| Stage | Process Description | Workflow Level |
| 1. Initiation | Document (PO/Requisition) is created with account coding and item details. | Level 0 |
| 2. Review, Approval & Receiving | Documents route through custom levels for review. Once approved, they stay at the level identified by GSID 52 until the receiving/invoice match occurs. | Levels 1–10 |
| 3. Notification | System triggers an automated email to the requester once the PO reaches the pre-defined approved level. | Auto-Trigger |
| 4. 2/3 Way Matching | Invoices are automatically generated by copying details from PO/Receiving data, ensuring accuracy before payment. | Automation Step |
| 5. Completion | Invoice is finalized and transferred to MIP Accounting for payment. Purchase order is automatically closed if full payment is completed. | Level 14 |