Confirm Authorization

Explanation

This activity is used to authorize a posting line by the user who is connected as an authorizer or on behalf of the authorizer group for the posting line. There could be several persons with different roles connected to a posting line. Depending on the role of the authorizer, the line will be changed to the relevant status. (That is, when a person with the role Acknowledger is connected to the posting line, the line will be in the Acknowledged status.) The same authorizer can be connected to different lines in the posting proposal, with different roles.

When a user with the Authorizer role attempts to authorize the posting line he or she is connected to, the user will be checked against the maximum amount limit specified in the connected authorizer assigning rule. If it exceeds the maximum amount specified, then another authorizer with a higher limit should be added to authorize the posting line. This authorizer has to be added manually. The authorizers will also be checked against the allowed code parts specified in the connected authorizer assigning rule. If a code part that is not allowed for the authorizer is used in the posting line, authorization will not be possible. Either the authorizer has to be changed, or the allowed code part values for the existing authorizer should be changed in the Authorization Combination Rules window, for the Authorization Combination Rule ID connected to the authorizer.

When a substitute is defined for an authorizer who is absent, the substitute will inherit the same maximum amount limitation and code part limitations as the absent authorizer. Also, the superior authorizer of an authorizer will be able to authorize any posting lines assigned to the authorizer. The superior authorizer will not inherit any limitations applied to the authorizer, and will retain his or her own limitations. An authorizer can have super access that will make it possible for him or her to view any posting proposal. Any authorizer with super access can be restricted by code string and amount limitations as any other authorizer.

The authorizer can also allocate costs to several periods in the posting proposal. This is done by selecting the Period Allocation right mouse button option from the Posting Proposal window or Instant Authorization window. 

You can authenticate an authorizer by entering a password when authorizing or acknowledging a posting proposal. To do this, the relevant basic data must have been entered on the Company/Invoice/Supplier Invoice Workflow/General tab.

Prerequisites

System Effects

As a result of this activity, all the selected posting lines will be authorized, and the Proposal Authorized check box will be selected. When all the lines in the proposal have been authorized, the proposal will be ready for final posting. 

Window

Posting Proposals
 Manual Supplier Invoice

Related Window Descriptions

Posting Proposals
Manual Supplier Invoice
 Posting Proposal
Instant Authorization

Procedure

  1. Open the Posting Proposals window.
  2. Populate or search for the posting proposal to which you would like to add authorizers.
  3. Follow one of the following procedures depending on the window in which you want to perform this activity.

To authorize an invoice in the Posting Proposal window:

  1. Select the record, right-click and then click Posting Proposal. The Posting Proposals window opens. 
    Note:     This window can also be opened by right-clicking on the Manual Supplier Invoice window and then clicking Posting Proposal.
  2. Click the Authorize tab.
  3. Select the authorization line you want to authorize from the Authorize Summary section or the Authorize Details section.
  4. Right-click, and then click Authorize if you are acting in an authorizer role. If you are acting in an acknowledger role, right-click, and then click Acknowledge. The line will be marked as Authorized or Acknowledged as appropriate.
    Authentication Request dialog box may pop up if the basic data has been set up to authenticate the authorizer or acknowledger. Enter the password in the dialog box and click OK.
  5. Save the information. 

Note: If you authorize a posting line from the Authorize Summary section, all the detail lines connected to the summary line will also be marked as Authorized.

To authorize an invoice in the Instant Authorization window:

  1. Select the record, right-click and then click Instant Authorization. The Instant Authorization window opens. 
  2. Select the authorization line you want to authorize from the Authorize Summary section or use the Authorize Details dialog box (which can be accessed by right-clicking in the Instant Authorization window).
  3. Right-click, and then click Authorize if you are acting in an authorizer role. If you are acting in an acknowledger role, right-click, and then click Acknowledge. The status of the line will change to Authorized or Acknowledged as appropriate.
    Authentication Request dialog box may open if the basic data has been set up to authenticate the authorizer or acknowledger. Enter the password in the dialog box and click OK.
  4. Save the information.