Authorize invoice

In this procedure you can authorize the supplier invoices for which you are signer.

There is a special user license for Monitor ERP which is called External authorization. This gives the user the right to authorize supplier invoices in this procedure.

The first page shows all the invoices to be authorized. Tap an invoice to open, and view all the information in the different sections. You can minimize and maximize each section by tapping the arrow in the top right corner. Read the description of each section below.

When an invoice is open, there are buttons at the bottom of the page in order to Save and Approve (authorize) the invoice. Under More..., you can Forward, Reject, or Update the invoice. All buttons have the same function provided in the Authorize supplier invoice procedure in the Windows client. Read more about the buttons’ functionality below:

• Save – saves the changes you have made to the invoice.
• Approve – approves (authorizes) the invoice. You do not have to save changes before tapping this button. Unsaved changes will automatically be included without a control question being shown. When the invoice has been approved, it is forwarded to the next signer in the process. If you are the final signer on the list, and you have approved the invoice, it will be sent ahead for final entry. After an invoice is approved, you will return to the first page showing all the invoices still to be authorized.
• Forward – Forwards the invoice to the next signer. If you tap this button, a dialog box opens where you can either Forward, or Approve and forward the invoice. You can select which signers/groups the invoice will be forwarded to. When you have forwarded the invoice, it will be moved from your invoices to be authorized – even if you have not approved it.
• Reject – rejects the invoice. Used when you want to return the invoice to the accounts department for investigation, for example.
• Update – updates the information on the invoice (in order to view any changes another signer may have made to the invoice, while you have it open).

Invoice information

In this section you can view the invoice information from the invoice header. However, you cannot make any changes to this information.

Documents

In this section you can tap Show document to open a dialog that shows an image of the invoice. If there are other documents linked to the invoice you can select these first in the drop-down menu and tap the button. In the dialog, you can also download or print the invoice or selected document. You can also add more documents to the invoice by tapping Add document. If you tap the button, within the dialog you can choose the type of document and select a file by tapping Select or drag a file here... and selecting a file from disk. Alternatively, you can drag a file from a disk and drop it on the button in the dialog.

Messages

In this section, you can see the messages created on the invoice and can also write messages to other signers in a message window. The messages are saved on the invoice using the button to the right of the message window. You can remove a message you have created by tapping the X button beside the saved message.

Posting

In this section you can view the posting rows for the invoice. Tap Modify, to the right of the posting row, to open the information in a dialog box where you can change the account or clear the posting. Save the changes by tapping OK.

You can also delete a posting row directly by tapping Delete to the right of the posting row.

If the invoice has not been posted – or it is incomplete – an empty posting row will appear at the bottom of the section. Tap Modify in the row in order to create a new posting. In the dialog box that opens, enter the account, dimensions, amount and debit or credit, then save by tapping OK.

As long as the posting is incomplete, the empty posting row – which is used to add more postings – is shown.

Order link

In this section you can see the purchase order linked to the invoice. Tap Modify in order to change purchase account in the order link.

Authorization list

In this section you can view the signer for the invoice as well as the actions carried out. You can also see if parallel authorization is activated.

Event log

In this section there is an event log detailing all action taken relating to the invoice.