Understanding the Authorization Process

When a user enters or selects a group of transactions for processing, some of these transactions may require authorization.

These transactions are grouped into an authorization set and marked as awaiting authorization. The authorization set is then passed through each stage of the authorization process that applies.

The Authorizer

The transactions are sent for the first stage of authorization required and are placed on the authorizer's Authorization In Tray (AUT). The authorizer is able to review the set of transactions on the in tray and either authorize it or reject it. The authorizer must enter a valid password to be able to authorize the set.

If the set of transactions is rejected by the authorizer, it returns to the originator or to the authorizer for a previous authorization stage. When an authorizer rejects transactions, a financial rejection code is used to identify the reason for the rejection.

If the set of transactions is authorized, the set moves to the next step in the authorization process. It either moves on to the authorizer for the next level of authorization required, or if it is fully authorized, it is given the status of Complete, and processed.

The processing that takes place depends on the function that triggered the authorization requirement. For example, if the transactions were journals held by Ledger Entry or Ledger Import, when they are fully authorized they are posted automatically (providing they still balance).

The authorizer is any member of the user team assigned to the authorization stage. The transactions requiring authorization are placed in the Authorization In Trays of all the users in the user team. This helps to ensure that a set of postings is not held up if, for example, one person in the team is absent.

Note: Authorizers are not alerted to the fact that new transactions are awaiting their authorization, hence they must check their authorization in-tray frequently.

The Originator

The user that generates the transactions awaiting authorization is referred to as the originator of the authorization set.

The Authorization Originators In-Tray (AOT) lists all of the authorization sets created by a particular operator. This way, users can see the status of all the transactions they have generated that require authorization. When a rejected authorization set is displayed, it must be deleted before it can be modified in the appropriate function, such as ledger entry. Transactions that have been authorized and posted are no longer displayed.

Note: Originators are not alerted when their transactions are authorized or rejected, hence they must check their originator in-tray frequently.