Authorization rules

The authorization rules work in different ways depending on the invoice type (expense invoice or material/order invoice).

Authorization – Standard work flow

For the standard flow where you authorize on the top level of the supplier invoices, the Authorized signer is by default loaded from the supplier. This flow is based on the invoice as a whole and not divided per row. That is, all who authorize the invoice can see all rows and authorize all rows when they authorize the entire invoice. It is possible to only authorize one row, but that row will not be strictly dedicated to a specific signer as it is when you apply authorization at row level. You create authorization lists and signer groups, if any, in the Authorization settings – EIM procedure.

Authorization at row level for expense invoices

The function is activated with the Use extended authorization on posting rows system setting and can be used in systems where the EIM option or the EIM with EIM Workflow option is installed. This function makes it possible to authorize expense invoices on row level. When pre-posting a supplier invoice, a signer will be suggested per posting row based on the set of rules and priorities you have created.

For each account you can enter who is responsible for authorization and the head signer (if an amount limit is exceeded). The person responsible for the account is entered in the Chart of accounts procedure but can also be updated for many accounts at the same time via the EIM signer/Head signer list type in the Chart of accounts list procedure.
For each dimension, such as Cost center or Cost unit, you can enter the corresponding responsible persons as above. This is entered under the Dimensions Dimensions are used by large companies in their accounting in order to divide up activities and make it easier to track internal results. An account is a dimension, although large companies usually use the dimensions cost center (CC), cost unit (CU) and project. In addition to these you can create other dimensions in Monitor ERP based on your own operational follow-up. tab in the Authorization settings – EIM procedure.
For the Project dimension you can decide if Project manager or Our reference in the Project register should be responsible. This is entered by using the Project button under the Dimensions tab in the Authorization settings – EIM.
By entering a person responsible as above, you automatically get a signer/head signer on the posting row.
When you use authorization at row level, the authorization list will automatically be parallel.

Central rules regarding priority determine who should be the signer/head signer of the row. These are used if there are multiple persons responsible for the same posting row. For example, that authorized signer for the Account carry more weight than the authorized signer for the Cost center. This priority is entered under the Priority tab for row authorization in the Authorization settings – EIM. It is important that you choose which fields you wish to use regarding the order of priority since these fields will be governing factors. The terms you choose not to use in the order of priority will not be applied. For example, if you have not chosen the Account term, the system will not consider the persons responsible for account.
When authorizing the invoice the system will only show the posting rows you need to authorize. However, you can use Show all posting rows button on the function menu to show the other posting rows.
When applying amount limit, the total of the rows you authorize will be checked, not the total net amount of the invoice.

Authorization at row level for order invoices

The function is also activated with the Use extended authorization on posting rows system setting and can be used in systems where the EIM option or the EIM with EIM Workflow option is installed.

Material invoices (order invoices) are assigned a signer for row level based on a different set of rules. Primarily, the rows will be assigned the signer who is entered as authorized signer for the supplier. Secondarily, the rows will be assigned the signer who is the reference on the purchase order. However, regarding overstepping of amount limits the same rules are applied as for expense invoices, that is, according to the responsible on Account, Cost center, etc.