The authorisation overview is a screen created for users with the role authorisation administrator to manage all pending documents that require authorisation and take necessary action if needed. This is an additional role usually given to Superuser, Accountants or SME Accountant. If your Basecone makes use of the authorisation module, this would be a useful additional role for the user to have.
The authorisation administrator can control the followings:
- Monitor the number of documents awaiting to be authorised per company;
- Monitor the number of documents awaiting to be authorised before booking;
- Monitor the number of documents awaiting to be authorised after booking;
- Monitor the number of documents with the 'on-hold’ status;
- Monitor the number of days the document is waiting to be authorised;
- Add or view a comment and;
- Reassign the document to another authoriser if needed.
To authorise before booking / after booking
When the authorisation administrator clicks on the number below the column ‘To authorise before booking / after booking’, the authorisation overview is only opened for the selected company. Here the authorisation administrator is able to see is assigned to the documents for authorisation i.e. who is in turn to authorise and who still needs to authorise. You can also see how many days the document is waiting to be authorised by the authoriser. The authorisation administrator can also see the detailed information about the invoice such as tag label (PNV/SLS), supplier, amount, invoice date, description, etc.
Documents on hold
When the authorisation administrator clicks on the number in the column ‘Documents on hold’ the authorisation overview will open for the selected company. Now all the documents with status ‘On Hold’ will be visible. By controlling the comments (icon above invoice when viewing invoice) the authorisation administrator can see the reason why the authoriser has put the document on hold and remove the document from the 'on-hold' status if needed.
Add or view comment (s)
The authorisation administrator can add a comment to the document by clicking on the comment-icon above the invoice. The comments will also be visible to other users so they can see what other comments are provided by other users.
Assign a document to a different authoriser
If a document needs to be reassigned to a different authoriser, this can be changed by selecting the line and then click on the icon ‘Change Authoriser’. It is only possible to change the authoriser who is in turn to authorise. It is not possible to change an authoriser who is not yet in turn to authorise. When you request to change the authoriser, it is mandatory to fill in the comment before the changes is applied.
TIP: Sorting functions
Columns that can be sorted will be shown with a sorting-icon. You can click on the name of the columns to sort the documents. You can also trigger the search by typing in the company code and/or company name to narrow down your search - making it more efficient to search for the company!
Sorting functions in the authorisation overview
- Company code
- Company name
- To authorise before booking
- To authorise after booking
- Documents on hold
Sorting functions per company - 'Before booking'
- Days awaiting
Sorting functions per company - 'After booking' and 'On hold'