Authorization of purchase invoices

Infor LN FP2

In Infor LN FP2, if you approve purchase invoices for processing, you check that the invoice amount equals the order amount plus the additional costs that the business partner charges, such as freight costs and insurance costs.

If the purchase invoice amount differs from the purchase order amount and the difference exceeds the tolerance, an employee who is authorized to approve the greater difference must approve the purchase invoice. However, you can create additional costs or booking variance transactions to cover any difference between the order amount and the invoice amount. No maximum amount is defined and no approval is required for booking variance transactions.

Once you approve the invoice, LN can automatically process and pay the invoice in the Cash Management module.

Infor LN FP3

In Infor LN FP3, authorization is enforced by the system by consistently checking the user’s authorizations. Users can no longer bypass the authorization by not linking the required authorization steps to the invoice or by removing already linked authorization steps.

New functionality

To support the extended invoice authorization, the following changes were made:

  • Authorization for additional costs
    Authorization for additional costs was added to the authorization for price variances. Users can no longer conceal great price variances by posting the price variances as additional costs. Price differences, and additional costs must be approved by authorized users, which you can define in the Purchase Invoice Authorizations (tfacp0150m000) session. You can give users full authorization or you can define maximum amounts.
  • Payment approval

    In addition, you can optionally define that invoices must be approved for payment, and you can authorize users to approve invoices for payment. In the ACP Parameters (tfacp0100s000) session, you can select the types of invoices for which payment approval is required. If payment approval is required, an authorized user must approve the purchase invoice in the Authorize Purchase Invoices (tfacp1142m000) session. Only invoices that are approved for payment can be selected in Select Invoices for Payment (tfcmg1220m000) session of the Cash Management module.

    Additional costs must be approved in the same way as the purchase invoice. To approve a purchase invoice for processing, you must be authorized to approve both the price difference and the additional costs. If you are authorized to approve both the invoice and the payment, if you approve the price difference and the additional cost, LN automatically sets the invoice to Approved for Payment.

Changed terminology

The following terminology changes were made:

You can define hold reasons in the Hold Reasons (tfacp0120m000) session and assigned approvers in the Assigned Approvers (tfacp0130m000) session. Assigned approvers can confirm received invoices and remove hold reasons from invoices.

Changed and new sessions

To support the purchase invoice approval enhancements, the following changes were made to the sessions of the Accounts Payable module:

  • Hold Reasons (tfacp0120m000)
    The previous session title was Authorize Purchase Invoices (tfacp1104m000). The Blocked for Manual Payment and the Remove at Automatic Approval check boxes were removed.
  • Assigned Approvers (tfacp0130m000)
    The previous session title was Blocking References (tfacp0130m000).
  • ACP Parameters (tfacp0100s000)

    In the ACP Parameters (tfacp0100s000) session, the following fields and check boxes were added:

    • Approve Cost Invoice for Payment
      If this check box is selected, payment approval is required for cost invoices and invoices generated for procurement card statements.
    • Approve Order Related Invoice for Payment
      If this check box is selected, payment approval is required for order related purchase invoices.
    • Approve Internal Invoice for Payment
      If this check box is selected, payment approval is required for internal purchase invoices.
    • Approve Self-Billed Invoice for Payment
      If this check box is selected, payment approval is required for self-billed purchase invoices.
    • Default Approval Period (Days)
      By default, the invoice must be approved within this number of days after the invoice date.

    For invoices for which payment approval is required, in Cash Management, LN checks whether the invoice was approved for payment. If an invoice is not approved for payment, the invoice cannot be selected in the Select Invoices for Payment (tfcmg1220m000) session.

  • Purchase Invoice Payment Authorizations (tfacp0114m000)

    Use this new session to authorize users to approve purchase invoices for payment. For each user, you can specify the maximum invoice amount for which they are authorized, or you can select the Full Authorization for Payment check box.

  • Purchase Invoice Authorizations (tfacp0150m000)
    The previous session title was Price Difference Tolerances (tfacp0150m000). The session was extended with fields for the authorization of additional costs.
  • Confirm Received Purchase Invoices (tfacp1104m000)
    The previous session title was Authorize Purchase Invoices (tfacp1104m000). Assigned approvers can use the session to approve invoices for registration.
  • Authorize Purchase Invoices (tfacp1142m000)

    The previous session title was Approve Price Differences (tfacp1142m000). The session was extended with fields for the hold reason, approval for payment, additional costs, and the type of invoice.

  • Purchase Invoices (tfacp1110s000)
    The Approved for Payment field was added. This field indicates whether the invoice was approved for payment. If approval for payment is not required for the type of invoice, LN sets the field to Not Applicable.
  • Invoice Authorization History (tfacp2510m000)

    In this new session, you can view the approval history of a purchase invoice. Of details such as the approval status and the hold reason, LN displays the current value, the previous value, the modification date, and the user who made the change.

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