Exceptions to the basic rules governing the right to approve invoices in the invoice application are administered under the Approval rules – Special approval rules menu.
The function is based on the fact that approval-controlling rules can be created which are completely independent of the basic rules under the menu option Approval rules.
Special approval rules are thus not governed by the basic approval-controlling coding dimension(s), but rules can be created completely freely on all dimensions of the coding string.
The functions under the Approval rules menu item Special approval rules are only used to create the rules that will apply as an exception to the regular regulations.
The special approval rules can be used as a supplement to the ordinary approval rules for eg. allocate a person, who normally has a relatively low approval amount at a cost center in accordance with ordinary regulations, a higher approval amount at a given combination of e.g. account and cost center.
The special approval rules can be used to give roles both higher and lower approval rights for a given coding combination.
Create a new Special approval rule
To create a new special approval rule, click the New button at the top of the page and the following forms will appear:
The form shows the entire coding string which in the example above contains account and project.
To create a new special approval rule, the values for the current coding dimensions are entered either by directly entering them in the respective fields or by searching them via the button to the right of the field.
|Date from||From what date will the rule apply|
|Date to||To what date will the rule apply|
|Amount||Which amount limit applies to the rule.|
|Active||If the rule is activated or not|
Once the rule is defined, roles are selected for the rule by selecting from the Selectable Roles list and adding them to the Selected Roles list.
Save the rule by clicking the Save button, the new rule will then appear in the list of special approval rules.
View/edit/delete Special approval rules
View all existing special approval rules in a company by selecting the company at the top of the page and then clicking the View button
To change an existing rule, click it in the list, change the desired values, and click the Save button.
Delete an existing special approval rule by clicking it in the list. Then click the Delete button.
Edit permissions on special approval rules
To lucidly authorize permissions on special approval rules, the Access rights... button is used.
Click on it and this form will open:
To assign a role to access rights on existing special approval rules, select one or more rules in the list, select the option Assign access rights for selected roles on selected special approval rules, and select the role (s) that will have access to the rule by selecting it in the Selectable Roles list. and click the> button and then Add.
To remove the access rights of a role on existing special approval rules, select one or more rules in the list and select the Delete access rights for selected roles on selected special approval rules. Move the roles that should still have access to the rule from the Selected Roles box by selecting it and clicking the <button. When you only have the roles to be removed from the rule in the Selected Roles box, click the Delete button.
Connect the Special approval rule to users via the role form
Assignment of approval rights according to a special approval rule can also be done via the Organisation-Roles menu.
Open the role, select the company and then select the tab Special approval rules.
The list of Selectable special approval rules lists the rules for which the current role does not have approval privileges.
The list of Selected special approval rules lists the rules on which the current role has approval privileges.
Add / remove special approval rules for the role by clicking the <and> buttons.
Save the changes with the Save button.