Simplify Routines for Authorization of Supplier Invoices

This document explains how you register and control which people are entitled to authorize supplier invoices per division.

Outcome

People entitled to authorize invoices are registered together with their maximum approval amounts per invoice and the respective user responsible for recoding the invoices. When the approval routine is configured to use the delegation of authority framework the authorized user should be connected to a delegation of authorization group.

If the person entitled to authorize is absent or otherwise unavailable during a specific period of time, this is entered as well.

The last four items depend on your configuration of 'Settings – Accounts Payable' (APS905).

The settings are saved in the (FAPRCD) file.

Before you start

Parameters to Set

Program ID/Panel Field The field indicates …
(CRS650/E) Maximum approval amount … the highest amount for each invoice and authorization which may be approved for payment.
(CRS650/E) Next level … the authorized user that is automatically chosen at invoice approval if the invoice amount is higher than the maximum approved amount for the original authorized user or if the original authorized user is reported as absent (see below).
(CRS650/E) Responsible recoding … the user responsible for recoding invoices for the current authorized user.
(CRS650/E) Delegation of authority group … the delegation of authority group the authorized user is connected to, this is only valid when delegation of authority is enabled in APS905.
(CRS650/E) Unavailable … the dates between which the authorized user is not available.
(CRS650/E) Security access

... which authorization to work with invoices the user has in (APS110).

The valid alternatives are:

0 = Only access to non-approved invoices. The user is restricted to working with sorting orders 5, 6 and 7 in (APS110).

1 = Only access to his/her own invoices, both non-approved and approved invoices. The user is restricted to working with sorting orders 5, 6, 7, 15 and 16 in (APS110).

3 = Access to all sorting orders in (APS110), but can only approve or change authorized user on his/her own invoices.

4 = Unlimited access. The user can approve and change the authorized user on any invoice. For this alternative to work properly, the '020 Payment approval by logged-on authorized user only' check box must be selected in 'Settings – Accounts Payable' (APS905).

(CRS650/E) Approval flow

... which workflow to use for the authorization and approval of supplier invoices. The workflow is activated when the authorized user opens one of the following messages in (CRS420): 148 (Reminder: Invoice to be authorized), 157 (Invoice needs to be authorized) and 158 (Authorized user has been changed for invoice no. X).

The valid alternatives are:

0 = Standard workflow

1 = Simplified workflow.

If you select alternative 0, the user will jump to (APS110/B), the standard panel for managing complex authorization and approval activities.

If you select alternative 1, the user will jump directly to (APS112/H), a simplified, easy-to-use panel where the basic data of the invoice in question is displayed. If invoices are scanned into the system by using M3 Automatic Data Capture (ADC), an image of the invoice is displayed on the panel as well.

Follow These Steps

  1. Start 'Authorized User – Supplier Invoice. Open' (CRS650/B).

  2. Enter an ID for the authorized user, which can consist of up to ten characters. Click New.

    Refer to item two in the Before Starting section.

  3. On the E panel, enter the full name of the person as well as an abbreviated form, along with the maximum approved invoice amount (required).

  4. Enter the authorized user on a superior level and a recoding responsible (optional).

  5. If the authorized user is or will be unavailable for a certain period of time, enter the From and To dates for this period (optional). Press Enter.

  6. Specify the security access level and which authorization workflow to use.

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