Authorize Posting Proposal—Exercises

IMPORTANT
It is extremely important that you set up and work within your own company and with your own supplier to maintain your data integrity. If you work with any other objects, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data be isolated in your own company.

Basic Data Setup

Purpose: The purpose of this exercise is to set up the supplier to use the supplier invoice work flow feature.    

Link To Basic Data Set up for Supplier Invoice Workflow 

Required Data

Preliminary Supplier Invoice

Purpose: The purpose of this exercise is to create a preliminary supplier invoice that will be used in the main exercise.

Windows:
Manual Supplier Invoice


Enter three preliminary supplier invoices with the total amount lower than the maximum amount   specified in the previous exercise. Link to Arrival Entry Supplier Invoice  

Main Exercise

Authorize a Posting Proposal

Purpose: The purpose of this exercise is to authorize postings in a posting proposal

Windows:
Posting Proposals

  1. Open the Posting Proposals window and query for your first invoice.
  2. Right-click and then click Posting Proposal.
  3. In the Posting Proposal window, click the Authorize tab. The authorization is done in this tab and it is also possible to view and modify the authorizer details. Authorization can be done in the upper or lower part of the tab. When authorization is done in the upper part of the tab, all the connected posting rows will be authorized for which the user is the authorizer. In the lower part, single rows can be authorized.
  4. Select the line where you are authorizer in the upper part of the form. Right-click and then click Authorize.
  5. All your postings will now be in the Authorized status.

Note: In the lower part of the tab, the rows connected to your user ID will change to the Authorized status. 

Authorization of postings with prohibited code parts

Purpose: The purpose of this exercise is to try to authorize an invoice when a prohibited code parts is used.

Windows:
Combination Rules per Authorization Group
Posting Proposals

  1. Open the Combination Rules per Authorization Group window, and query for your authorization group ID.
  2. Create a new record and enter data according to the table below. Do not modify the other field values. This will prohibit the user from using accounts starting with 3.
Max Amount Combination Allowed Account
  Not Selected 3%
  1. Save your entry.
  2. Open the Posting Proposals window, and query for your second invoice.
  3. Right-click and then click Posting Proposal. The Posting Proposal window will be displayed.
  4. Add a posting line with an account starting with 3, and enter an amount. Next, enter a second posting line with an account that does not start with 3.
  5. Click the Authorize tab.
  6. Now try to authorize the line in the lower part of the window, connected to the posting row with the code part starting with 3. A message will appear.
  7. Try to authorize the other row in the lower part of the window. This should work.
  8. Close the window, and change the postings in the Posting Proposal window for the line with the account starting with 3.
  9. Go back to the authorization window and authorize the new posting.

Note: There are also other options for the authorizer. The row can be set to Wrong Authorizer to indicate that some other person is responsible. The invoice can also be set to Waiting if the user is waiting for more information from the supplier. 

Authorization of Invoices Higher than Maximum Amount

Purpose: The purpose of this exercise is to try to authorize an invoice with a higher amount than the specified maximum amount.

Windows:
Combination Rules per Authorization Group
Posting Proposals

  1. Open the Combination Rules per Authorization Group window, and query for your authorization group ID.
  2. Make sure that a record exists with the following details.
Max Amount Combination Allowed Account
Any value Selected 6%
  1. Now change the maximum amount to a very low value. Save your entry.
  2. Open the Posting Proposals window, and query for your third invoice.
  3. Right-click and then click Posting Proposal. 
  4. Add a posting line with an account starting with 6, and enter an amount higher than the entered maximum amount.
  5. Go to the authorization window and try to authorize your line. A message will appear. The row will be set to Acknowledged. The reason is that the user should have the possibility to acknowledge that the cost and quantity are correct, but is not permitted to authorize the amount.
  6. Select the row, and cancel the row.
  7. Now go back to the combination rules and change the amount to an amount higher than the invoice amount.
  8. Open the authorization window again and authorize the row.  

Add New Authorizers to a Posting Proposal

Purpose: The purpose of this exercise is to add or modify authorizers in the posting proposal.

Windows:
Posting Proposals

  1. Open the Posting Proposals window, and query for one of your invoices. Go to the authorization window. 
  2. Click on the lower part of the window, and then click New. Add a new authorizer from the List of Values. New authorizers can be created as described in the Basic Data Setup. Enter an existing row number and a higher sequence that the other lines.
  3. Save your entries. Now the added authorizer will also appear in the upper part of the window as this is a summary of all the lines in the lower part of the window. The authorizer will only be added to the specified posting.
  4. Click on the Authorize Summary area of the window. Click New, and add a new authorizer.
  5. Save the entry. This authorizer will be added to all the posting lines in the proposal.