Authorize Expense

Explanation

Use this function to authorize registered travel expense. Authorized means that the expense form can, e.g., be transferred to IFS/Payroll or other payroll systems for postings and for wage payments.

The authorization step can be done either from Confirmed status or Approved status.

You can authorize the expense form in the Expense Sheet window via the right mouse button.

Note: Once the expense sheet is authorized, you cannot undo it (remove the authorization). If you want to change anything in the expense form after it has been authorized, you have to create a new expense ID.

Prerequisites

Before authorizing the expense form, the following must have been completed:

The expense form must have been confirmed or approved.

The mandatory fields Employee No, Start and End date, and Save, in the expense form header, must have been registered.

System Effects

As a result of authorizing the expense sheet a voucher will be posted to IFS/Accounting Rules. The expense sheet will be ready to be transferred to IFS/Payroll, IFS/Employee Payment or a third party payroll system for payment. The costs of the expense sheet will be forwarded to any connected project activity and/or work order.

Window

Expense Sheet

Related Window Descriptions

Expense Sheet/General

Procedure

Select Authorize on the right mouse button menu, and press OK.

Depending on who is eligible to authorize the expense form, the system will automatically show who has authorized the form in the Authorized By field in the General tab.

The Authorize Date field is automatically shown with the current date. You cannot change this date manually in the field.

Note: Make sure that you authorize the correct expense form.