Separate Posting and Payment Authorization—Basic Data and Requirements Exercises

Main Exercise

Company Basic Data

Purpose: The purpose of this exercise is to set up the minimum necessary data to run the supplier invoicing workflow with separate posting authorization and payment authorization.

Windows:
Company

  1. Open the Company window and query for your company
  2. Click the Invoice tab.
  3. On the General tab, select the Use Posting Proposal check box.
  4. Click the Supplier Invoicing Workflow sub tab.
  5. On the General tab, select Use Parallel Authorization as the authorization routing method.
  6. Select the Inherit Authorizer(s) From Purchase check box.
  7. Save the information (F12).   

Enter a Person

Purpose: The purpose of this exercise is to add a user as a person. This is required to be able to create invoice posting authorizers and invoice recipients for the company.

Windows:
Person

  1. Open the Person window.
  2. Query for your user ID.
  3. Make sure that a person ID and a name exists for your user ID. If a person ID does not exist for your user ID, create a new person ID and connect it to your user ID.
  4. Create another person ID to be used with creating invoice posting authorizers and invoice recipients for the company. This person ID can now be used as an invoice recipient. All invoice recipients for the company can be viewed in Invoice Recipients Analysis window.

Note: In order to enter a person for your User ID, the user ID should be set up in accounting rules of the company. 

Supplier Basic Data

Purpose: The purpose of this exercise is to set up the minimum basic data required for the supplier to be able to use the supplier invoice workflow feature.

Windows:
Supplier

  1. Open the Supplier window and query for your supplier.
  2. Click the Invoice tab.
  3. On the General tab, enter your person ID in the Invoice Recipient field.
  4. Save the information (F12).                           

Basic Data for Invoice Authorization - Combination Rules per Authorization Group

Purpose: The purpose of this exercise is to create a combination rule for an authorization group that prevents authorizers belonging to the group from using specific combinations.

Windows:
Combination Rules per Authorization Group

  1. Open the Combination Rules per Authorization Group window.
  2. Create a new record.
  3. Enter the authorization group AIR DIVISION in the Authorization Group ID field, and a description for the authorization group.
  4. Save the information (F12).
  5. Create a new record in the table.
  6. A record will be displayed with the Combination Allowed check box selected, and the percent sign (%) displayed in all code part fields. This will allow the user to use all code parts. 
    Note:     The best way to create combination rules are to initially create this row where access to every code part is allowed.
  7. Create a new record. Enter an amount in the Max Amount field. This will be the maximum amount allowed to be authorized for the defined code parts for each invoice.
  8. Enter a code part in the Account field. For example enter 6070. This will allow the user to authorize invoices with account 6070 up to the specified maximum amount in the Max Amount field. You can use 6% instead of specifying one code part to make the rule applicable for all code part accounts starting with the number 6.
  9. Save the information (F12). 

Basic Data Invoice Authorization - Invoice Posting Authorizers

Purpose: The purpose of this exercise is to create a posting authorizer belonging to the AIR DIVISION posting authorization group that you created in the previous exercise.

Windows:
Invoice Posting Authorizers

  1. Open the Invoice Posting Authorizers window and create a new record.
  2. Enter your person ID in the Authorizer ID field or select one from the List of Values. 
  3. Select the role Authorizer from the Role list.
  4. Enter the authorization group ID as AIR DIVISION.
Authorizer ID Role Authorization Group ID
Your person ID Authorizer AIR DIVISION
Another person ID Acknowledger AIR DIVISION
  1. Save the information (F12).
  2. A message will be displayed asking whether the authorizer should be added in IFS/Purchasing as well. Click Yes or No as required.

Basic Data Invoice Authorization - Authorization Routing Rules

Purpose: The purpose of this exercise is to create an authorization routing rule. The authorizers specified in this rule will be added as authorizers in the posting proposal, when the connected authorizer assigning rule is applied.

Windows:
Authorization Routing Rules

  1. Open the Authorization Routing Rules window and create a new record.
  2. Enter an ID and a description for the routing rule.
  3. Create a new record in the table. 

Note: The Sequence No field indicates the order in which the authorizers will be added to the posting proposal. When Consecutive Authorization is set as the authorization routing method for the company, the same order specified in this window should be used to authorize a posting proposal.

  1. In the Authorizer ID field, enter an authorizer ID or select one from the List of Values. In this case enter your own ID as the first authorizer. Create a second row for another authorizer. Use the same ID you created in previous exercise.
  2. Save the information (F12).  

Basic Data Invoice Authorization - Authorizer Assigning Rules

Purpose: The purpose of this exercise is to create authorizer assigning rules. These rules will be used to determine the appropriate authorizers who will be responsible to authorize the posting proposal lines.

Windows:
Authorizer Assigning Rule

  1. Open the Authorizer Assigning Rule window.
  2. Enter an ID and a description for the authorizer assigning rule.
  3. Enter a priority for the rule in the Priority field. When the rules are applied, the first valid rule with the highest priority will be used. The rule with the highest priority (lowest number), will be checked first against the posting proposal, and if it is not valid, the next rule will be checked against the posting proposal.
  4. Enter the routing rule ID that you created in the Routing Rule ID field.
  5. Select the Apply Regardless of Supplier,  Apply Regardless of Invoice Recipient, and  the Apply Regardless of Code Parts check boxes.
  6. Right-click and then click Activate. This will make the rule active. Only active rules are used to apply the correct authorizers. 

Note: You can view all existing authorizer assigning rules in the Authorizer Assigning Rules Analysis window.