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.

You can open the view by selecting Company menu > Sales and accounts payable rights. The view shows user rights related to the factual verification, approval, and payment of purchase invoices in the ledger rights. The view is accessible with the user administrator role.


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Sales and accounts payable rights

Purchase invoice posting

The right levels related to purchase invoice posting are defined per user. The right level affects what information the user sees and what actions they can perform on the purchase invoice.

  • No right to posting:
    • Keep this setting for the user if you do not want them to see the posting rows of the purchase invoice.
    • The user does not see the posting rows on the purchase invoice.
    • The user does not see possible cost centers.
  • Management of line information without posting data:
    • Give the user this right if you want them to be able to define cost centers but not see the posting rows.
    • Desired cost centers can be defined for the purchase invoice.
    • Posting rows are not visible to the user.
  • Posting proposal:
    • Give the user this right if you want them to be able to propose posting but not perform the actual posting.
    • The user can provide a posting proposal for the purchase invoice posting rows.
    • The posting proposal does not create a posting entry, i.e., no voucher is formed for the invoice, for example, during approval.
    • The user can define desired cost centers for the purchase invoice.
  • Possibility to post, by default not posted:
    • Give the user this right if you want them to be able to post the purchase invoice, but posting is not enabled by default.
    • The user can post the purchase invoice.
    • The Posting section does not have a checkmark by default.
  • Possibility to post, by default posted:
    • Give the user this right if you want them to be able to post the purchase invoice and posting is enabled by default.
    • The user can post the purchase invoice.
    • The Posting section is automatically selected to post the invoice.

Purchase invoice factual verifier

Factual verification rights define which purchase invoices the user can verify and which invoices they see in the accounts payable, reports, and invoice list.

  • Use of factual verification rights:
    • Give the user factual verification rights if you want them to be able to verify purchase invoices.
    • The user can verify purchase invoices that are in the New invoice status.
    • The user can verify invoices for which they have been selected as the factual verifier (in this case, the invoice is in the factual verification status).
  • "Only targeted to the user" selection:
    • Select "Only targeted to the user" if you want to restrict the user's factual verification rights only to invoices specifically targeted to them.
    • The user can verify only those purchase invoices for which they have been specifically selected as the factual verifier.
    • The user sees only these invoices in the accounts payable.
    • The selection also affects reporting and the invoice list.
    • The user sees in reports and the invoice list only those invoices in which they have been involved in the factual verification process.
  • Vendor restrictions:
    • Restrict factual verification rights to only certain vendors' invoices by using the Refine button.
    • With the Refine button, select the vendors whose invoices the user is allowed to verify.
    • You can influence whether the user sees any invoices from other vendors at all.
    • If you select "No access to others", the user sees only the invoices of the vendors allowed to them.
    • If the user has previously processed invoices without vendor restrictions, they will still see those old invoices they have previously processed from other vendors.

Purchase invoice approver

Purchase invoice approval rights define which invoices the user can approve and with what euro limits. The right is set in the accounts payable rights.

  • Setting approval rights:
    • Set purchase invoice approval rights for the user in the accounts payable rights so that they can approve invoices.
    • If necessary, set an invoice-specific euro approval limit for the user.
    • The approval limit defines the size of invoices the user can approve.
    • The user does not have approval rights for invoices whose amount exceeds their approval limit.
    • Do not add the user as an approver through manual circulation if the invoice amount exceeds the user's approval limit, because the system does not allow this.
  • Approval limit in automatic circulation:
    • Use automatic circulation if you want approvers to be defined automatically.
    • If a user is an approver in automatic circulation and the invoice amount exceeds their approval limit, that 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."
  • Removing the approval limit:
    • Leave the approval field limit empty or set the limit to zero if you do not want to use a euro restriction.
    • When the field is empty or the limit is zero, the approval restriction is not in use.
  • "Only targeted to the user" selection in approval:
    • Select "Only targeted to the user" if you want to restrict the user's approval rights only to invoices specifically targeted to them.
    • The user can approve only those purchase invoices for which they have been specifically selected as an approver.
    • The user cannot approve other invoices, even if they have general approval rights.
  • Invoices without a specifically selected approver:
    • Give approver rights to users whom you want to be able to approve invoices without a specifically selected approver.
    • If no approver has been specifically selected for the purchase invoice, it can be approved by any user with approver rights.
    • If the "Only targeted to the user" allocation is on in approval and the person has factual verification rights without allocation restrictions, they do not see this invoice through the invoice list if they have not been involved in the invoice circulation.
    • If the user has been involved in factual verification, they see the invoice even if the approver was a different person.

Purchase invoice and salary payer

Purchase invoice and salary payment rights define which invoices the user can pay and with what euro limits. The right is set in the accounts payable rights.

  • Setting payment rights:
    • 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, keep the payment right enabled for the user so that they can confirm the payment file.
  • Invoice-specific payment limit:
    • Set an invoice-specific euro payment limit for the user if you want to restrict the size of invoices they can pay.
    • The user does not have payment rights for invoices whose amount exceeds their payment limit.
    • Leave the field empty or set the limit to zero if you do not want to use a euro restriction.
    • When the field is empty or the limit is zero, the restriction is not in use and the user can pay as much as there is available money in the account.
  • Euro limit per payment day:
    • Set a euro limit per payment day in the rights if you want to restrict the total amount paid in one day.
    • The program checks the amounts to be paid on the payment day.
    • If the set limit is exceeded, payment is no longer possible on that day.
  • Using vendor restrictions in payment:
    • Select "Use the same vendor restrictions as in factual verification" if you want the same vendor restrictions to apply to payment as in factual verification.
    • If some vendors are restricted in factual verification, payment is also not possible for these vendors.
    • 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 payment confirmation settings define how many approvals are required for payments and who has the right to send payment orders to the bank. The settings affect the payment of purchase invoices and salaries.

  • Opening the payment confirmation settings:
    • Open the payment confirmation settings by selecting the Payment confirmation settings button.
    • Make sure that you have TPK user rights or KH + company main user rights to see this function.

  • Defining the number of confirmers:
    • Select how many confirmers are required for the purchase invoice.
    • Make sure that you select a number that matches your company's approval practices.

  • Payments proceeding to the bank:
    • Make sure that a sufficient number of payment rights holders approve the payment.
    • When the required number of approvals has been given, the payments are sent as payment orders to the bank.
    • This setting affects the payment of both purchase invoices and salaries.
  • Right to send payment orders without other approvals:
    • Users can also be granted the right to send payment orders to the bank without other approvals by selecting the corresponding setting from the list on the person's page.
    • With this right, the user can send payment orders to the bank without other confirmers approving the payment.

Bank transfer approver

Bank transfer approval rights enable the approval of bank transfers as a separate step before payment. The right is defined in the payment confirmation settings and in the sales and accounts payable rights.

  • Enabling bank transfer approval:
    • Open the payment confirmation settings (requires TPK or KH + company main user rights).
    • Enable bank transfer approval in the payment confirmation settings.
    • In the view, define how many approvers are needed for bank transfers (1–3 pieces).
  • Defining bank transfer approvers:
    • Open the sales and accounts payable rights.
    • Define which user has the right to approve bank transfers.
    • Note that the person who approves the bank transfer cannot pay the bank transfer.
    • Make sure that another user has payment rights for bank transfers.
  • Additional instructions:

Bank transfer payer

Bank transfer payment rights define who can pay bank transfers in Netvisor.

  • Setting bank transfer payment rights:
    • To pay bank transfers in Netvisor, the user must have payment rights for bank transfers.
    • It is not possible to set a payment limit here.

Purchase order approver 

Purchase order approval rights define who can approve purchase orders and purchase proposals.

  • Setting purchase order approver rights:
    • Set the "Purchase order approver" right for the person if you want them to be able to approve purchase orders.
    • Note that the purchase proposal cannot be approved without this right.

Purchase invoice approval cycle setter

The purchase invoice approval cycle setter right defines who can manage the factual verifiers and approvers of a purchase invoice and edit the invoice circulation.

  • Setting and editing the approval cycle:
    • Set the "Purchase invoice approval cycle setter" right for the person if you want them to be able to define the factual verifiers and approvers of the purchase invoice.
    • The user can define who verifies the purchase invoice.
    • The user can define who approves the purchase invoice.
    • The user can change the factual verifier or approver already set for the invoice.
    • The user can remove the entire invoice circulation.
  • Automatic invoice circulation:

Purchase invoice automation rules

The purchase invoice automation rules right defines who can create and manage purchase invoice automation rules.

  • Setting the purchase invoice automation rules right:
    • This right allows creating purchase invoice automation rules.
    • With this right, the user can create and edit purchase invoice automation rules.

Accounts receivable rights

Accounts receivable rights define what information the user sees about sales orders and sales invoices and which invoices they see in their own view.

  • Visibility of product purchase prices and sales commissions:
    • 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.
    • Define whether the user can edit the purchase price of products.
    • Define whether possible sales commissions payable from sales invoices are visible to the user.
    • If the purchase price or sales commissions are not visible to the user, an * symbol appears instead of the figures.
  • Restricting the visibility of sales invoices:
    • 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.
    • Select that the user sees only their own sales invoices if you want to restrict visibility to their own actions.
    • Select that the user also sees sales invoices created by other users if you want broader visibility.
    • Note that 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.

  • Saving rights:
    • Make the necessary changes to the accounts receivable rights.
    • Press the Update information button so that the rights are saved in the system.

Communication

Communication settings define when and to which channel the user receives system messages related to purchase invoices. The user starts receiving messages to their chosen communication channel once all the conditions in this guide are met.

  • Rights for the Purchase section in the usage profile:
    • Open the user's usage profile.
    • Make sure that at least the following rights (function-specific rights) have been granted in the Purchase section:
  • Basic functions and views of the accounts payable:
    • Give the user editing rights to:
      • Basic functions of the accounts payable
      • Views and lists of the accounts payable
    • Select a suitable ready-made profile, for example:
      • Accounts payable user
      • Ledger user
      • Company user
      • All rights
  • Selecting the system message channel:
    • 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.
    • Make sure that the system message channel is selected.
    • When the basic information is open, check the "System message channel" section. It must be selected as Email for messages to be sent to email.
    • 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.

  • Communication scheduling settings:
    • Next, select the personal Communication scheduling settings.
    • Select when you want to receive messages about purchase invoices.

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.

  • Selecting the matters to be communicated:
    • Finally, select the matters to be communicated in the communication settings.
    • Select the events for which you want to receive notifications.

The communication settings below are also visible under the ledger rights.

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?

Open the accounts payable rights and set a euro approval limit for the user in the approval field.

How do I set a payment limit for purchase invoice payments?

Open the accounts payable rights and set an invoice-specific euro payment limit for the user and, if necessary, a euro limit per payment day.

How do I restrict a user's rights only to invoices from certain vendors?

Use the Refine button in factual verification rights and select the vendors whose invoices the user is allowed to handle. If necessary, select "No access to others".

How do I ensure that the user sees only factual verification and approval invoices targeted to them?

Select "Only targeted to the user" in both the factual verifier and approver rights so that the user sees and handles only invoices specifically targeted to them.

How are communication settings correctly defined?

Check the user's basic settings on the Communication tab to ensure that Email is selected as the system message channel, the email address is confirmed, and the communication scheduling and matters to be communicated settings are selected.

How do I enable bank transfer approval?

Open the Payment confirmation settings with TPK or KH + company main user rights, enable bank transfer approval, define the number of approvers, and set bank transfer approvers and payers in the sales and accounts payable rights.

How do I save the rights changes I made in the accounts receivable?

Press the Update information button in the accounts receivable rights view so that the changes are saved in the system.

Keywords: Netvisor, user rights, purchase invoices, factual verification, approval, accounts receivable, communication settings

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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