This guide covers the access rights related to the factual verification, approval, and payment of purchase invoices. These access rights are set and modified from the access rights of ledgers. In this view, you can also define accounts receivable rights that affect the visibility of invoices and stock management.

CONTENTS

Sales and purchase ledger rights

You can open the view and define ledger rights by selecting Company settings > Access rights > Ledger access rights.

  • Make sure you have User administrator (KH) rights for the company.
  • Note that the User administrator can also modify their own rights.


Accounts payable

You can open the accounts payable rights view by selecting Company settings > Access rights > Ledger access rights > Accounts payable.

  • Select the heading "Accounts payable" to open the user-specific view.
  • Make sure that the person has access rights to the company so that they appear on the list.

Posting purchase invoice

  • No right to posting:
    • Set this when you do not want the person to see the posting rows of the purchase invoice.
    • Note that the person will also not see any possible cost objects.
  • Row data management without posting data:
    • Set this when you want the person to be able to define cost objects for the purchase invoice.
    • Note that the posting rows are not visible.
  • Posting suggestion:
    • Set this when you want the user to be able to give a posting suggestion for the posting rows of the purchase invoice.
    • Note that a posting suggestion does not perform the actual posting.
    • Allow the user to define the desired cost objects for the purchase invoice.
  • Posting possibility, shall not be posted by default:
    • Set this when you want to allow posting of the purchase invoice.
    • Note that the posting option is not ticked automatically.
  • Posting possibility, shall be posted by default:
    • Set this when you want to allow posting of the purchase invoice.
    • Note that the option "post invoice" is automatically selected.

Factual verification rights for purchase invoices

  • Set factual verification rights for the person so that they can be selected as the factual verifier of a purchase invoice.
  • Note that with the same rights the person can also act as the main factual verifier of the invoice.

Purchase invoice delimitation by vendor

  • Leave the delimitation empty if you want the user to have factual verification rights for all vendors’ invoices (default).
  • Limit the factual verification rights to invoices of certain vendors only by using the Specify button.

Isn't allowed to browse invoices of other vendors

  • Select "Isn't allowed to browse invoices of other vendors" if you want the user to see only the invoices of vendors allowed for them.
  • Note that if the user has previously processed invoices without vendor delimitation, they will still see those invoices they have processed earlier also for other vendors.

Factual verification rights only for invoices allocated to the user

  • Select "Only cleared to user" if you want to limit factual verification rights only to those purchase invoices for which the user has been specifically set as a factual verifier.
  • Note that if no factual verifier has been selected for the invoice, it can be factually verified by anyone whose rights are sufficient.
  • Save the rights at least once by pressing the Update data button at the bottom of the screen so that the "Only cleared to user" option becomes visible.
  • Note that the selection affects reporting and the invoice list:
    • The user will see in reports and in the invoice list only those invoices in which they have been involved in the factual verification process.

Approval rights for purchase invoices

  • Set the approval right for purchase invoices in the accounts payable rights for those persons whom you want to be able to approve invoices.

Approval right according to the euro limit of the invoice

  • Set an invoice-specific euro limit for the user within which they can approve invoices.
  • Note that the user has no approval right for invoices exceeding the limit.
  • Do not set the user as an approver for an invoice (for example by modifying the invoice circulation or with an automation rule) if their amount limit is not sufficient to approve the invoice.
  • Note the automatic circulation:
    • If you use an automatic circulation where the user is an approver and the approval limit is exceeded, that circulation list will not be used on the invoice.
    • In that case, the invoice comment will read: The circulation list could not be set because the approver of the circulation 'Name of created circulation' does not have sufficient invoice-specific approval rights.

Approval right only for invoices allocated to the user

  • Select "Only cleared to user" if you want to limit the approval right only to those purchase invoices for which the user has been specifically selected as an approver.
  • Note that if no approver has been selected for the invoice, it can be approved by anyone whose rights are sufficient.
  • Note the effect on the invoice list and reporting:
    • The user will see only those invoices in which they have been an approver.
  • Note the combination with factual verification rights:
    • If there is an allocation restriction in approval but not in factual verification, and the user has not been involved in the invoice circulation, they will not see the invoice through the invoice list.
    • If the user has been involved in factual verification, they will see the invoice even if the approver is a different person.

Different delimitation for verification and approval.

  • Set different allocation delimitations for factual verification and approval if needed:
    • If there is no allocation in factual verification but there is in approval, the user sees all new invoices that do not yet have circulation.
    • When the invoice has been factually verified, the user will thereafter see only the invoice allocated to them, which they can approve.
    • In the invoice history, the user will see those invoices they have processed earlier.

Payment rights for purchase invoices

  • Set the right to pay purchase invoices in the accounts payable rights for those persons whom you want to be able to pay invoices.
  • Note that the selection also affects payroll:
    • If you want the person to be able to pay payroll slips, give them payment rights for purchase invoices.
  • Note the effect on the cash flow forecast:
    • The cash flow forecast is visible regardless of payment rights if the person has accountant rights.

Payment right only for invoices of a certain euro limit

  • Set an invoice-specific euro payment limit for the user:
    • Enter as the limit the maximum amount the user is allowed to pay for a single invoice.
    • Note that the user has no payment right for invoices exceeding the limit.
    • If 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.
  • If needed, set a euro limit per payment day:
    • Enter a value in the field if you want to limit the total amount of payments per day.
    • Note that if the total amount of payments on the payment day exceeds the limit, payment will no longer be possible.
  • Use the same supplier restrictions as in verification:
    • Select this if you want the supplier restrictions in factual verification to also affect payments.
    • Note that if certain vendors are excluded in factual verification, payment will not be possible for these vendors either.
    • If "only cleared to user" is selected in factual verification and the user has not factually verified the invoice, they cannot pay that invoice.

Verification of payments

  • Enable the payment verification practice if you do not want one person to be able to directly pay the company’s invoices.
  • Proceed as follows:
    1. Go to the payment verification settings via the "Payment verification settings" link.
    2. Define how many persons must verify a payment before it can be sent to the bank.
    3. If necessary, define a person who can pay the invoice directly without the verification method.
  • Make sure you have one of the following rights to access the view:
    • Accounting office administrator (TPK) role, or
    • User administrator (KH) role and company administrator rights.
  • Note that payment verification also affects:
    • payment of bank transfers
    • payment of payroll.

Bank transfer payer

  • Give bank transfer payment rights to the person who pays bank transfers in Netvisor.
  • Note that it is not possible to set a payment limit for bank transfers.

Bank transfer approver

  • Enable bank transfer approval in the payment verification settings:
    1. Go to the payment verification settings (requires TPK or KH + administrator rights to access the view).
    2. Enable bank transfer approval.
    3. Define how many approvers are needed for bank transfers (1–3).
    4. Define in the sales and purchase ledger rights who has the right to approve bank transfers.
  • Note that:
    • The person who approves the bank transfer cannot pay that bank transfer.
    • Make sure that some other user has payment rights for bank transfers.
    • More detailed instructions can be found in the guide Tilisiirtojen hyväksyntä ja maksaminen.
  • If bank transfer approval has not been enabled in the company:
    • The accounts payable right "Bank transfer approver" does not affect anything.
    • The person can also pay bank transfers.

Purchase order approver

  • Make sure that the company has the purchase order section in use.
  • Give purchase order approval rights to the desired persons.
  • Note that purchase orders cannot be sent without being approved.

Purchase invoice approval circulation setter

  • Give this right to the person whom you want to be able to manage the circulation of a purchase invoice.
  • Proceed as follows:
    • Define who will factually verify and who will approve the purchase invoice.
    • Edit, if necessary, the factual verifier or approver already set for the invoice.
    • Remove the entire invoice circulation if necessary.
  • Note that Netvisor also has automatic invoice circulation settings:
    • Read more detailed instructions on its own page.

Purchase invoice automation rules

  • Give this right to the person whom you want to be able to create purchase invoice automation rules.
  • Note that this right allows creating automation rules even if the person does not have approver rights for the company.

Accounts receivable

Accounts receivable rights

You can open the accounts receivable rights view by selecting Company settings > Access rights > Ledger access rights > Accounts receivable.

  • Define whether the user sees the purchase price of products saved in the product list and whether they can edit it:
    • If the purchase price is not visible, an * character is shown instead of the figures.
    • Note that the selection also affects stock management and stock transaction entries.
  • Define the visibility of sales commissions:
    • Set whether the user sees possible sales commissions paid on sales invoices.
    • Note that the commission section also affects, for example, the "customer statistics by group" report, where the report shows the commission and commission from the margin.
  • If necessary, limit the user’s visibility to sales invoices and orders:
    • Select whether the user sees only the sales invoices and possible orders they have created themselves, or also sales invoices created by other users or by system automation.
    • Note that visibility of orders requires the order processing section to be enabled.
    • System automation in this case refers to, for example, contractual invoicing, where users can save invoicing data, but the actual creation of invoices is not done by the user.
  • Note the special case of contractual invoicing:
    • If the box is ticked and the person manually creates an invoice via contractual invoicing, they will see those invoices.
    • If contractual invoicing creates invoices automatically in the night run, the user will not see these invoices.


Once the sales and purchase ledger rights have been defined, press the Update data button at the bottom of the view. Otherwise, the changes will not be saved.

Communication

You can enable communication so that the user starts receiving messages to their selected communication channel when all the conditions described below are met.

  • Make sure that the user has at least the following rights in the Purchase section in the user profile (function-specific rights):
  • Make sure that the user has the following rights:
    • Accounts payable basic functions – edit right
    • Accounts payable views and lists – edit right

    Suitable ready-made profiles are: Accounts payable user, Ledger user, Company user and All rights.

  • Set the system message channel in the user’s own basic data:
    1. Open your own basic data from the top bar of the view under your own name (or let the person who created the user set the data).
    2. Check the "System message channel" section and set the desired option:
  • Check the email settings if you use email messages:
    • Open your own basic data and check the "System message channel" section.
    • Select Email as the channel so that messages are sent by email.
    • Make sure that the email address is correct.
    • Add the email address personally for the user:
      • When you add the address, the program sends a confirmation code to this address.
      • Enter the confirmation code in the program so that the address can be used.
    • Note that:
      • Changing the email address must be done personally and cannot be done by another person.
      • The same email address can be used by only one person.
  • Select the personal Communication timing settings:
  • Select the matters to be communicated:

The communication settings below also appear under accounts receivable and accounts payable rights.

Notification of purchase invoices to verify:

  • Enable this setting if you want a message to be sent about a purchase invoice to all persons who can factually verify purchase invoices in the company.

Notification of purchase invoices to verify allocated to the user only:

  • Enable this setting if you want a message to be sent about a purchase invoice only to the person who has been defined as the factual verifier of the purchase invoice.

Notification of purchase invoices to approve:

  • Enable this setting if you want a message to be sent to the person who can approve the invoice in the company.

Frequently asked questions

  • Who can define sales and purchase ledger rights?
    • A person who has User administrator (KH) rights for the company. The User administrator can also modify their own rights.
  • How do I limit factual verification rights for purchase invoices to certain vendors?
    • Open the accounts payable rights and use the "Purchase invoice delimitation by vendor" section and the Specify button to select the vendors.
  • How do I limit the user’s approval right by euro amount?
    • Set an invoice-specific euro limit for the user in the approval rights for purchase invoices. The user has no approval right for invoices exceeding the limit.
  • How do I limit the user’s payment right by euro amount?
    • In the payment rights for purchase invoices, set:
      • an invoice-specific euro payment limit and/or
      • a euro limit per payment day.
  • How do I prevent one person from paying invoices alone?
    • Enable the payment verification practice in the "Payment verification settings" view and define how many persons must verify a payment before it is sent to the bank.
  • How do I enable bank transfer approval?
    • Enable bank transfer approval in the payment verification settings, define the number of approvers (1–3) and give the "Bank transfer approver" right to the desired users in the ledger rights.
  • How do I make sure that the user receives email notifications about purchase invoices?
    • Make sure that:
      • the user has the required Purchase section and accounts payable rights
      • in the user’s basic data, "System message channel" is set to Email
      • the email address is confirmed
      • the Communication timing and matters to be communicated settings are selected.
  • Why does the user not see all purchase invoices in the invoice list?
    • Check whether the following are in use:
      • "Factual verification rights only for invoices allocated to the user", or
      • "Approval right only for invoices allocated to the user", or
      • vendor delimitations in factual verification or payment rights.
  • How do I limit the visibility of sales invoices only to the user’s own invoices?
    • In the accounts receivable rights, set that the user sees only the sales invoices and orders they have created themselves, not those created by other users or by automation.

Keywords: purchase invoice approval, access rights, ledger rights, 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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