Manage Payment Approval Routine

Outcome

Refer to Authorizing, Recoding and Approving Supplier Invoices for Payment.

Before you start

The starting conditions listed in Authorizing, Recoding and Approving Supplier Invoices for Payment must have been met.

You have configured the approval routine in 'Supplier Invoice. Recode' (APS110/P):

• If payment approval always must be confirmed, press Enter (the 'Confirmation with Enter at payment approval' field)
• If payment approval is done automatically when the invoice is authorized (the 'Payment approval at recoding' field), choose from the following alternatives:

  0	No, approval is done as a separate, final step.
  1	Yes, the invoice is automatically approved. However, if the invoice amount is higher than the maximum selected for the original authorized user in 'Authorized User – Supplier Invoice. Open' (CRS650), an error message is displayed and you have to change the authorized user manually.
  2	You can decide manually during authorization. The proposed value is No. If the invoice amount is higher than the maximum amount for the authorized user, the invoice is not approved during authorization, but rather is allocated to the authorized user on the next level automatically.
  3	As alternative 2, but the proposed value is Yes.

• What date to use as accounting date at recoding and whether the date should be proposed (the 'Accounting date—selection/display' field):

  0	Propose the accounting date of the original invoice transaction. Additional fields for selection of the next manual step (controlling the invoice matching process) and purchase order (PO) number are displayed in 'Supplier Invoice. Recode' (APS110/B).
  1	Like alternative 1, but today's date is proposed.
  2	Use the accounting date of the original invoice transaction without displaying it on the panel. Additional fields for selection of the next manual step and PO number are displayed in (APS110/B).
  3	Like alternative 3, but today's date is used.

• What date to use as the accounting date when canceling a non-approved invoice (the 'Accounting date used for deletion' field):

  1	The date of the invoice entry
  2	Today's date.

Follow These Steps

Initiate Work

1. Select one of the following alternatives:

   • Start 'Application Message. Open' (CRS420) and select option 11=Open for an application message to display 'Supplier Invoice. Recode' (APS110/B)
   • Start (APS110/B) directly.

2. Enter a due date up to which invoices are selected.

3. If needed, select one of the following sorting orders to display the invoices to process:

   • 1 and 11 = Per payee
   • 2 and 12 = Per supplier
   • 3 and 13 = Per invoice number
   • 4 and 14 = Per voucher number
   • 5 and 15 = Per authorized person
   • 6 and 16 = Per supplier invoice number—only invoices matched to purchase order/goods receipt transactions.

     Sorting orders 1–6 display only invoices not approved for payment, while sorting orders 11–16 display all invoices. Sorting orders 6 and 16 display only invoices that are matched to a purchase order (PO).

4. Select one of the following alternatives:

   • Recode Invoice
   • Change the authorized user in one of the following ways
     • Change Authorized User Manually for Invoice or Split Invoice
     • Change Authorized User for Accounting Line
   • Send Invoice for Review
   • Review Invoice Details
   • Add Comments to Invoice
   • Create Intrastat Transactions
   • Match Invoice to Purchase Order/Goods Receipt Transactions
   • Authorize/Approve Payment
   • Cancel Non-Approved Invoice

Recode Invoice

1. In (APS110/B), select the Change/Recode option for the invoice.

2. If the (APS112/E) panel is displayed, review and adjust the proposed accounting date if necessary. Press Enter.

   The E panel is only displayed if you have selected alternative 1 or 2 in the 'Accounting date – selection/display' field on the P panel.

3. On the coding panel (GLS120/J), press Enter to open the accounting line to change.

   If you wish to use a voucher template with predefined accounting lines as well, press F16 to select one in 'Standard Voucher. Open' (GLS015).

4. Enter the definite accounting line. Press F3 to exit. What happens next depends on which alternative is selected in the 'Payment approval at recoding' field in (APS110/P). (See the Before Starting section for further information.)

   • If alternative 0 is selected, the invoice is still non-approved.
   • If alternative 1 is selected, the invoice is now automatically approved, unless the invoice amount exceeds the maximum approval amount specified for the authorized user.
   • If alternatives 2 or 3 are selected, the (APS112/G) panel is displayed, where you are asked to decide whether the invoice should be approved for payment separately.

5. If the invoice was posted to a fixed asset account, 'Fixed Asset. Open Preliminary' (FAS180) is displayed to create a preliminary fixed asset, provided that the invoice amount does not exceed the maximum approval amount.

Split Invoice into Several Parts before Approval

1. To split the invoice into several parts for separate authorization of each recoded accounting line before payment approval, exit (APS110) after having recoded the invoice accounting lines.

   Split invoice as an option depends on the configuration of 'Settings – Accounts Payable' (APS905).

2. When all parts of the invoice are approved, the entire invoice is approved automatically, provided that the maximum approval amounts of the authorized users are not exceeded. In such a case, the invoice or invoice parts are escalated to another authorized user.

Change Authorized User Manually for Invoice or Split Invoice

1. In (APS110/B), select the 'Change authorization code' option for the invoice.

2. In (APS112/G), enter the ID of the new authorized user. Press Enter to return to the B panel.

   An error message is displayed if the maximum approved invoice amount defined for the authorized user is lower than the actual invoice amount. A message is sent to the authorized user in 'Application Message. Open' (CRS420) informing him/her about the invoice to authorize.

   Note: You can also change the authorized user in 'Accounts Payable. Display' (APS200).

Change Authorized User for Accounting Line

1. In (APS110/B), select sorting order 7 (display per split invoice).

   For information on how the automatic split of invoices is done, see description of parameter 080 in Define Basic Accounts Payable Settings .

2. Select option 9='Change authorizer' for the invoice to display (APS112/G).

   The panel displays all accounting lines of the invoice in the subfile. You can change or enter an authorized user for all offsetting expense accounting lines (that is, transactions with transaction code 41), provided that they are not already approved for payment.

3. Select one of the following alternatives:

   • To change the authorized user for a single accounting line, select the line, enter the ID of the authorized user and then click the 'Change authorizer on line' button. When you are done, press F3 to exit.
   • To change the authorized user for all accounting lines to which you have access, enter the ID of the authorized user and then select option 9='Change authorizer' for any accounting line.

Send Invoice for Review

1. Authorized user: If you want someone else to review the invoice and address any outstanding issues, select option 20='Send invoice for review' in (APS110/B). This option displays 'Review of Supplier Invoices. Open' (APS105/E).

2. Authorized user: Enter the user ID of the reviewer, the date by which the invoice should be reviewed, and a question. Press Enter.

   The invoice is still allocated to the original authorized user. The reviewer receives application message 50='Supplier invoice no. X has been sent for review'.

3. Reviewer: Select option 11=Open for the message in 'Application Message. Open' (CRS420). This displays the invoice in (APS105/E).

4. Reviewer: Open the invoice and add an answer on the E panel. Then select a reviewer code: 1=OK, or 2=Not OK. Press Enter.

5. Authorized user: Select option 11=Open for the message in 'Application Message. Open' (CRS420) This displays (APS110/B).

6. Authorized user: Select option 21='Display reviewed' for the invoice to display (APS105/B). You can select which invoices to display in the Status field: 0=All invoices, 1=Not reviewed, and 2=Reviewed.

7. Authorized user: Open the invoice to read the reviewer's comment. Press Enter and then exit the program.

Review Invoice Details

To review the invoice, select option 5='Display invoice' in (APS110/B).

This displays the invoice in 'Supplier Invoice. Display Separate' (APS215/B).

From there you can drill down to the voucher accounting lines or review all the log entries for the invoice.

Add Comments to Invoice

To add a comment, select one of the following alternatives:

• In (APS110/B), select option 10=Text for the invoice and enter a text in the text panel displayed.
• In (APS111/B), (APS112/E) and (APS112/G), press F6=Text to do the same.

  If a text has been added previously in a program such as 'Accounts Payable. Display' (APS200), this text is then displayed and can be edited.

Create Intrastat Transactions

If an invoice is entered through 'Supplier Invoice Batch. Open' (APS450) instead of 'Supplier Invoice. Record' (APS100), no Intrastat transactions are created at entry. You may have to create them during recoding by selecting one of the following alternatives:

• In (APS110/B), select option 18='Trade statistics' to display 'Trade Statistics. Open' (TXS300/E).
• In (APS112), press F18 to display the same panel.

Match Invoice to Purchase Order/Goods Receipt Transactions

1. In (APS110/B), select one of the following alternatives:

   • If alternatives 1 or 2 are selected in the 'Accounting date – display/selection' field in (APS110/P), select the workflow to use in the 'Next manual step' field and enter the PO number. Then select option 11='Invoice control'.
   • If alternatives 3 or 4 are selected in the above-mentioned field in (APS110/P), select option 11='Invoice control' for the invoice. In (APS112/E), select the workflow to use in the 'Next manual step' field and enter the PO number. Press Enter.

2. Match the invoice according to the Matching Supplier Invoices to Purchase Orders document and its instructions.

3. If you want to cancel the invoice matching during the same entry session, select one of the following alternatives:

   • Press F18 in 'Supplier Invoice. Match GR Line' (APS360) to delete all invoice lines that have not updated the general ledger.
   • In (APS110/B), select option 2 to display the coding panel. There you can press F18 to cancel the accounting lines. All invoice lines that have not updated the general ledger are then deleted.

4. If the invoice was not approved automatically, go to Authorize/Approve Payment

   The invoice can be automatically approved for payment when exiting (APS360). Whether this applies is controlled by the 'Not approved for payment' field in 'FAM Function. Open Details' (CRS406/F) for FAM functions AP10 and AP50.

Review Invoice Lines for Approved or Non-Approved Invoice Matched to Purchase Order/Goods Receipt Transactions

1. In (APS110/B), select sorting order 6 or 16 to display all matched invoices in order to identify the invoice, if necessary.

2. Select option 15='Display invoice lines' for the invoice.

3. In (APS360/B), use the available sorting orders and options to review invoice lines, account entries and values related to the purchase order. Press F3 to exit.

Authorize/Approve Payment

1. In (APS110/B), select the 'Approve payment' option for the invoice. (Continue with the next step if you have selected the 'Confirm with Enter at payment approval' check box on the P panel. Otherwise the invoice is approved directly.)

2. Press Enter in 'Supplier Invoice. Approve for Payment' (APS111/B), where the invoice transactions are displayed.

   The invoice is approved for payment if the invoice amount does not exceed the maximum approval amount specified for the authorized user in 'Authorized User. Open' (CRS650). Otherwise the invoice is considered as authorized only and is escalated to another authorized user for final approval. The same applies when the invoice has been split. Depending on your authorization, you can approve the entire invoice, which will include all split invoice accounting lines.

Cancel Non-Approved Invoice

1. In (APS110/B), select the 'Cancel invoice' option for the invoice.

2. Press Enter in 'Delete Supplier Invoice' (APS111/B), where the invoice transactions are displayed.

3. If you wish to comment on the reason for the cancellation, exit (APS110) and add an explanatory text to the invoice by pressing F6 in 'Accounts Payable. Change Separate Invoice' (APS201/E).

Cancel the Approval of an Invoice Done during the Same Session

1. In (APS110/B), press F14='Display payment approved' to display the F panel, where invoices approved during the same session are displayed.

2. Select the 'Cancel payment approval' option for the relevant invoice(s). Press F3 to end the session and return to the menu.