Enter Invoice Posting Authorizers
Explanation
This activity is used to enter invoice posting authorizers
for the company. The specified authorizers will be used as posting line
authorizers in the posting proposal. The authorizer should always be connected
to a user ID and an authorization combination rule ID. It is also required to specify a
role for the authorizer.
There are two different roles that an authorizer can
have. The Authorizer will be the user who will actually authorize
the postings. This user can have limitations for code parts and the maximum
amount. There is no limitation for the number of authorizers an invoice can have. It is also possible to define
a user as an
Acknowledger. The acknowledger is the person who confirms whether the invoice goods
were actually received, and checks whether the postings are correct and
acceptable. The acknowledger will also check whether the correct authorizers are
connected. A posting line cannot be authorized when an acknowledger has
not set the same posting line to the Acknowledged status. It
is required to have at least one authorizer for each invoice line, but it is not
a must to have an acknowledger for each invoice line.
Once you create the authorizer, you have the option of
creating the same authorizer in IFS Purchasing. You can do so by clicking Yes
in the message that appears after you save the authorizer record, or you can
right-click on the authorizer record and then click Add Authorizer in Purchase.
Prerequisites
In order to perform this activity:
- A person record should exist in the
Person
window in Enterprise/Person, and he or she must be a valid user in the company.
- There should also be authorization group IDs
defined in the Authorization Combination
Rules window.
System Effects
The defined user will have the possibility to authorize
or acknowledge any invoices according to the role of the user.
Window
Invoice Posting
Authorizers
Related Window Descriptions
Invoice Posting Authorizers
Procedure
- Open the
Invoice Posting Authorizers
window.
- In the Authorizer ID field, enter the
identity of the authorizer or select a value from the List of Values. The name of the
selected authorizer will be displayed in the Name field.
- Enter the user ID to be used for the authorizer, in
the User ID field.
- Select the Authorizer role from the Role list.
- Select the Super Access check box if you want
the authorizer to have access to all the invoices, and to be able to
authorize all invoices, within the limitations of the code parts and the maximum amount.
- In the Superior Authorizer field, enter the
identity of the person who will act as the superior authorizer for the current
authorizer, or select a value from List of Values.
- Use the List of Values to select the posting authorization
combination rules that the authorizer belongs to in the Authorization
Combination Rule ID
field.
- Enter the maximum invoice net amount the authorizer
is allowed to authorize in the Max Amount field.
- In the Valid From and Valid Until
fields, enter the beginning and end dates for the period during which the
authorizer role will be effective.
- The Substitute Exist check box will be
selected if the authorizer is having any substitutes specified. This check
box cannot be modified..
- Select the Notify User check box if an event
message should be sent to the authorizer each time the requirement to
authorize any invoices is needed.
- Select the Administrator User check box if you want the
authorizer to have administrator user authority. An administrator user has
access to view all invoices and the authority to modify already authorized
posting lines.
- Save the information.