Authorize supplier invoice

This procedure is available if you have installed the Electronic invoice management (EIM) option. The procedure is also available to user with the license type called External authorization.

In the procedure you can review and authorize supplier invoices. The procedure can only be used if you have invoices to authorize. On the title bar you see how many invoices there are for you to authorize. The invoice that have waited the longest for authorization will be loaded automatically. In the Tasks function in the Message center on the title bar, you can open the procedure via the invoices you there have listed as your tasks.

Messages between signers are entered in a text log that is separated from the invoice image. If the invoice is linked to purchase order, the tab Order link opens. Under that tab you can check the order rows that have been linked to the invoice in question. You can also create new order row links here. If you are a signer you can access the Order link tab and can link order rows to the loaded invoice. You can also view previous invoices from the supplier on the invoice you are now handling.

On the toolbar there are buttons to used to save, approve, forward, reject, and show invoice image.

If you make changes on the invoice you can save these using the Save button (Ctrl + S). The invoice remains in the procedure after you save.

The Approve button (Ctrl + Q) is essential in the procedure. This is used when you want to approve (authorize) a supplier invoice. You do not have to save changes before using this button. Changes become saved automatically, without a control question, when you use this button. When the invoice has been approved, it is forwarded to the next signer in the process. If you are the final signer who approves/authorizes the invoice, you receive a question asking if the invoice should go ahead to final recording or if it should only be approved. After you have approved an invoice, the next invoice you have been sent for authorization will automatically be loaded.

You can forward invoices using the Forward button (Ctrl + F). A dialog box then opens where you select which action to take: if you want to forward or both approve and forward. In the left part of the window you can select which signers/signer groups that the invoice should be forwarded to. When you have forwarded the invoice it will be removed from your tasks even if you have not approved/authorized it.

If you wish to send the invoice back to the financial department, for example, to be further investigate, just click the button Reject . The invoice will then leave the authorization round and be placed in the Rejected inbox in the Navigation box in the Register supplier invoice procedure.

If the option EIM Workflow is installed, you also find the button Save and send to Workflow on the toolbar of the procedure. You use this button to save updates made to the invoice and then you send it to the For authorization inbox. Such updates may need to be performed in cases where the invoice has halted in the flow and remains in one of the first two inboxes (see below).

If you use EIM Workflow, a navigation panel and the Navigation box are added. It has the same function as the navigation panel in the Register supplier invoice procedure. In the navigation panel there are inboxes which each represent a step in the invoice flow in this procedure, and these are:

Find order/part: In this inbox imported material invoices will get stuck if the invoice row could not be matched with a purchase order row. In this inbox you can check what was not matched on the invoice rows, correct/adjust and manually link order rows to each invoice row, and send the invoices along in the flow for authorization.
Awaiting arrival reporting: In this inbox the imported material invoices will get stuck if order rows have not been arrival reported. These invoices do not have to be handled manually since they are being monitored by Workflow and will automatically be taken care of when the order rows have been arrival reported.
For authorization: Invoices will only get stuck in this inbox when invoices, of different reasons, have to bee authorized. This most common reason for authorization to be required is when an allowed difference configured in EIM Workflow settings has been exceeded. When you have suthorized the invoices they will be sent along for final recording.