Payment authorization in Accounts Payable

In Accounts Payable, in addition to approving the invoices for processing, you can separately approve purchase invoices and costs invoices for payment. Audit information regarding approval of invoices is stored.

In the ACP Parameters (tfacp0100m000) session, you can select the types of invoices for which payment approval is required.

You can indicate that separate payment authorization is required for these types of purchase invoices:

  • Cost invoices and procurement card invoices
  • Order-related invoices
  • Self-billed invoices
  • Internal invoices

If payment authorization is required, these rules apply:

  • For cost invoices, if you create and approve a cost invoice in the Purchase Invoice Entry (tfacp2600m000) and you are authorized to approve the cost invoice amount for payment, LN automatically sets the invoice to Approved for Payment.
  • For order-related invoices, after you approve the price difference and created additional costs transactions, an authorized user must still approve the invoice for payment.
  • Order-related invoices, for which you select the Invoice Approved check box in the Authorize Purchase Invoices (tfacp1142m000) session must still be approved in the Match/Approve Purchase Invoices (tfacp2107m000) session. Before you can approve an invoice for payment, the invoice status must be Approved.
  • For procurement card statements with desktop receiving, LN calculates price differences. You must approve price differences that exceed the defined tolerances.
  • If you are authorized to approve both the price difference and the payment, if you approve the price difference and the additional cost in the Authorize Purchase Invoices (tfacp1142m000) session, LN automatically sets the invoice to Approved for Payment.
  • If you select the Select Non Approved Invoices for Payment check box in the CMG Parameters (tfcmg0100s000) session, you can approve an invoice for payment if the invoice status is other than Approved. LN checks the value of this parameter in the financial company in which the invoice was created.
  • Purchase invoices

    In the Select Invoices for Payment (tfcmg1220m000) session of the Cash Management module, purchase invoices can only be selected for payment if these conditions are fulfilled:

    • The invoice has the Approved status.
    • The Approved for Payment field of the invoice is Yes or Not Applicable.
    • No hold reason is linked to the invoice.
Note

If no payment authorization is required, LN sets the Approved for Payment field of the invoice to Not Applicable.

Multicompany aspects

You can set up payment authorization for the purchase invoices registered in a specific financial company. Because payment authorization uses the local currency, the payment authorization setup is restricted to a single financial company.

In the Purchase Invoice Payment Authorizations (tfacp0114m000) session, in the Financial Company field, you can enter the current company or any financial company of the financial company group.

Reassigning the invoice

If the invoice amount exceeds the amount that you can authorize for payment, you must assign the invoice to an authorized user:

In the Assigned Approver field of the invoice, you can select an assigned approver for the purchase invoice in one of these sessions:

  • Purchase Invoice Entry (tfacp2600m000)
  • Open Entry (tfacp2100s000)

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