This guide covers the management of user rights related to the posting, factual verification, approval, and payment of purchase invoices in Netvisor. Additionally, you will learn how to set rights in the accounts receivable and communication.
User rights related to the factual verification, approval, and payment of purchase invoices can be found in the ledger rights path (Company menu > Sales and accounts payable rights). This view is accessible with the user administrator role.
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Sales and accounts payable rights
Purchase invoice posting
No right to posting: The person does not see the posting lines or possible cost centers on the purchase invoice.
Management of line information without posting data: Desired cost centers can be defined for the purchase invoice, but posting lines are not visible.
Posting proposal: The user can provide a posting proposal for the purchase invoice lines. However, this does not create a posting entry, i.e., no voucher is formed for the invoice, for example, during approval. The person can define desired cost centers for the purchase invoice.
Possibility to post, by default not posted: Allows the possibility to post the purchase invoice. The posting section does not have a checkmark by default.
Possibility to post, by default posted: Allows the possibility to post the purchase invoice. The posting section is automatically selected to post the invoice.
Purchase invoice factual verifier
A user with factual verification rights can verify purchase invoices in the New invoice state or invoices for which they have been selected as the factual verifier (in this case, the invoice is in the factual verification state). Only targeted to the user -selection allows the user to verify and see only those purchase invoices in the accounts payable to which they have been specifically selected as the factual verifier. This selection also affects reporting and the invoice list, and the user sees only those invoices in reports and the invoice list in which they have been involved in the factual verification process.
Factual verification rights can be restricted to only certain vendors' invoices. Vendor restrictions are made with the Refine button. Additionally, it can be influenced whether the user sees any invoices from other vendors at all. If the No access to others selection is used, the user sees only the invoices of the vendors allowed to them. But if you have previously processed invoices without vendor restrictions, you will still see those old invoices you have previously processed from other vendors.
Purchase invoice approver
An invoice can be approved by a user who has been granted purchase invoice approval rights in the accounts payable rights. A user can also be assigned an invoice-specific euro approval limit, above which they do not have approval rights. A user cannot be added as an approver through manual circulation if the invoice amount exceeds the user's approval limit. If automatic circulation is used, where the user is an approver and the approval limit is exceeded, the circulation list is not used for the invoice. The invoice comment will then read: Approval circulation could not be set because the approval right of the 'Created circulation name' approver is insufficient.
If the approval field limit in the sales-accounts payable rights is empty or the limit is zero, the restriction is not in use.
A user's approval rights can be restricted from those invoices for which they have not been specifically selected as an approver. With the "Only targeted to the user" selection, the person can approve only those purchase invoices for which they have been specifically selected as an approver.
If no approver has been specifically selected for the purchase invoice, it can be approved by any user with approver rights. If allocation is on during approval and if the person has factual verification rights without allocation restrictions and they have not been involved in the invoice circulation, they do not see this invoice through the invoice list. If they were involved in factual verification, they see the invoice even if the approver was different.
Purchase invoice and salary payer
A purchase invoice can be paid by a user who has been granted purchase invoice payment rights in the accounts payable rights. If the company uses double payment, the user must have payment rights enabled to confirm the payment file. A user can be assigned an invoice-specific euro payment limit, above which they do not have payment rights. If the field is empty or the limit is zero, the restriction is not in use and can pay as much as there is available money in the account.
Rights can also be given a euro limit per payment day. If a value is given here, the program checks the amounts to be paid on the payment day, and if these are exceeded, payment is no longer possible.
Use the same vendor restrictions as in factual verification. If this is selected, it affects payment, and if something is restricted in factual verification, payment is also not possible for these vendors. Also, if only targeted to the user is selected in factual verification and the person has not verified this invoice, they cannot pay this invoice either.
Payment confirmation
The required number of approvals for payments is set behind the Payment confirmation settings button. This function is visible only to TPK users or KH + company main user rights holders.
Select how many confirmers are required for the purchase invoice.
When a sufficient number of payment rights holders have approved the payment, the payments are sent as payment orders to the bank. This selection affects the payment of purchase invoices and salaries.
Users can also be granted the right to send payment orders to the bank without other approvals by selecting from the list on the person's page.
Bank transfer approver
This enables the approval of bank transfers. This can be enabled in the payment confirmation settings (requires TPK or KH + company main user rights to access the view). After this, the view can define how many approvers are needed for bank transfers. These can be 1-3 pieces. Then, in the sales and accounts payable rights, it is defined who has the right to approve bank transfers. The person who approves the bank transfer cannot pay the bank transfer, so another user must have payment rights for bank transfers. More detailed instructions can be found on the page Bank transfer approval and payment.
Bank transfer payer
To pay bank transfers in Netvisor, you must have payment rights for bank transfers. It is not possible to set a payment limit here.
Purchase order approver
The person who approves purchase orders must have this right. Otherwise, the purchase proposal cannot be approved.
Purchase invoice approval cycle setter
With this right, a person can define who verifies and who approves the purchase invoice. Also, if a verifier/approver has already been set for the invoice, this right allows changing or removing the entire invoice circulation. Netvisor also has automatic invoice circulation settings. More detailed instructions can be found on the page Handling purchase invoices and managing circulation lists.
Purchase invoice automation rules
This right allows creating purchase invoice automation rules.
Accounts receivable rights
When handling sales orders and invoices, a user's rights can be specified regarding whether the purchase price of products saved in the product listing is visible to the user or editable by the user. The same visibility can be set for possible sales commissions payable from sales invoices. If these details are not visible to the user, an * symbol appears instead of the figures.
Additionally, a user's rights can be restricted to whether they see only their own created sales invoices or also those created by other users or system automation. System automation in this case refers to, for example, contractual invoicing, where users can save billing information, but the actual creation of invoices does not occur by the user.
Rights are saved in the system with the Update information button.
Communication
The user starts receiving messages to their chosen communication channel once all the conditions in this guide are met.
- For communication, the user must have at least the following rights in the Purchase section in the usage profile (function-specific rights):
- Basic functions of the accounts payable and Views and lists of the accounts payable, both require editing rights. Suitable ready-made profiles are Accounts payable user, Ledger user, Company user, and All rights.
- In the user's own basic information, the system message channel must be selected. You can access your basic information from the top bar of the view under your name and from the communication tab.
When the basic information is open, check the "System message channel" section. It must be selected as Email for messages to be sent. Also, the email address must be correct. The email address must be added personally by the user. When adding the address, a confirmation code is sent to this address, and it must be entered into the program to use the address. Similarly, if the address needs to be changed, it must be done personally and cannot be done by someone else. The email address can only be used by one person.
- Next, select the personal Communication scheduling settings:
Example: According to the above settings, if a purchase invoice arrives or is set to the user's circulation on Monday, they will receive a notification on Tuesday at 9:00.
- Finally, select the matters to be communicated:
Notification of purchase invoices waiting for factual verification: A message is sent about the purchase invoice to all persons who can verify purchase invoices in the company.
Notification of assigned purchase invoices waiting for factual verification: A message is sent about the purchase invoice only to the person defined as the factual verifier of the purchase invoice.
Notification of purchase invoices to be approved: A message is sent to the person who can approve the invoice in the company.
Frequently asked questions
Who can manage purchase invoice user rights?
Persons with the user administrator role.
How do I set an approval limit for invoices?
You can set a euro limit in the accounts payable rights.
How are communication settings correctly defined?
Check the user's basic settings to ensure the email is confirmed and the communication channel is selected correctly.
Keywords: Netvisor, user rights, purchase invoices, factual verification, approval, accounts receivable, communication settings
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