Without setting up the authorization scheme, you will use the default supervisor workflow.
Extended authorization scheme features:
- Workflow initiation based on multiple criteria, such as:
- Suppliers, general ledger accounts, cost centers, amounts
- Multiple approvers possible
Setting up an extended authorization scheme:
- From the User Home, click on 'Administrator'.
- Navigate from the left sidebar to 'Authorization Configuration' and then to 'Authorization Schemes'. At the top of the page, you can choose from different workflows.
The default supervisor safety net is set to active by default; this is the safety net for any documents that do not fall under an authorization scheme
- Then click on 'Add scheme line' on the right.
- On the left side, you can enter the criteria for when this authorization scheme should be initiated.
❗Attention
The more criteria you fill in, the more conditions the invoice must meet to trigger the authorization scheme.
Filling in the priority is mandatory. In overlapping authorization schemes, the highest priority applies (ascending to 99).
💡Tip
The 'from amount - to amount' fields also apply to credit notes: € 0,- to € 1,000,- and can be read as € -1,000,- to € 0,-. It's about from and to, not from and to inclusive. So you can set 0 - 500 and 500 - 1000. This ensures that no invoice or request falls through the cracks.
4. Choose on the right side which individuals belong in the process.
💡Tip
Select multiple users directly and check 'one action' to ensure that the process continues as soon as one of those users has given approval.
5. Click 'Save' in the bottom right corner.
The authorization scheme is set up!
Scenario, how to determine the priority
In the authorization scheme, you have set that supplier A is always approved by Christian. However, when a specific general ledger account is placed on the coding, Raymond also approves it. This second scheme with the specific general ledger account number is given a higher priority than the first scheme.
Scenario, I want a general authorization scheme with multiple approvers
Do you want to create a general authorization scheme where, for example, no attention is paid to the supplier or general ledger account? Then only fill in the amounts as broadly as possible so that all invoices fall within it. Then you can indicate multiple individuals involved in the process. This way, you can also easily determine a second or third route based on amounts (e.g., all invoices up to 100 euros route 1, between 100 and 1,000 euros route 2, and above 1,000 euros route 3).
Scenario, informing
Do you have a director who still wants to approve all invoices but at the same time, it significantly delays the process? There is also an option to inform individuals upon approval of requests or invoices. This ensures that the director is informed of all invoices and requests being approved, but the approval process does not take longer than necessary. Of course, it is possible to fill in 'up to amounts' here. Create a new scheme above that amount to ensure that invoices and requests above the amount are actually approved by the director.