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.

Select an authorized user for each relevant supplier in 'Supplier. Define Purchase & Financial' (CRS624/E). This value is then proposed by default during invoice entry. An authorized user must always be entered if the Authorization check box is selected for the FAM function detail record used when entering invoices in 'Supplier Invoice. Record' (APS100). During entry, a validity check is made to ensure that the maximum approved amount is not exceeded; if it is, an error message is displayed. If needed, you can later change the authorized user for an invoice manually via 'Accounts Payable. Display' (APS200).
Select an authorized user for authorizing internal invoices received from another division in 'Settings – Internal Invoicing' (MFS010).
If the invoice amount is higher than the maximum approved amount for the selected authorized user during invoice approval in 'Supplier Invoice. Recode' (APS112/G), then the authorized user on a superior authorization level is retrieved automatically from 'Authorized User – Supplier Invoice. Open' (CRS650).
Note: This function is activated by a) selecting the Authorization check box for the FAM function detail record used for invoice entry, and b) selecting alternative 2 or 3 in the 'Payment approval at recoding' field in 'Supplier Invoice. Recode' (APS110/P).
If the non-approved invoice is posted to a fixed asset account, 'Fixed Asset. Open Preliminary' (FAS180) will only be displayed if the invoice amount does not exceed the maximum approved amount.
When the approval routine is configured to use the delegation of authority framework and the amount is exceeded for one or several delegation of authorization codes, the accounting lines for these codes is automatically transferred to the overriding authorizer or the next level.
Note: This is only valid when the automatic change of authorizer is activated in APS905.
Similarly, another authorized user registered in (CRS650) can be selected automatically during invoice approval if you have specified that the original authorized user is currently unavailable.
The invoices entered are allocated automatically to the person who is defined as responsible for recoding for the authorized user. They are then listed per recoding responsible in (APS110).
Registered authorized users and people responsible for recoding receive messages about invoices in need of recoding and authorization in 'Application Message. Open' (CRS420).
Authorized users are automatically included in the standard authorization workflow or the simplified workflow.
Authorized users with super user authorities can approve and change the authorized user for any invoice.

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

The settings are saved in the (FAPRCD) file.

Before you start

The organization required for authorizing and recoding supplier invoices is defined based on the company's control policy.
Whether the people entitled to authorize should use the support provided by M3 and therefore must be registered with the same ID they have in 'User. Open' (MNS150) is defined in 'Settings – Accounts Payable' (APS905).
A search path for automatic identification of the recoding responsible is selected in (APS905). The people responsible for recoding invoices must be registered as users in (MNS150).

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

Start 'Authorized User – Supplier Invoice. Open' (CRS650/B).
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.
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).
Enter the authorized user on a superior level and a recoding responsible (optional).
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.
Specify the security access level and which authorization workflow to use.