This guide covers the permissions related to the verification, approval, and payment of purchase invoices. These permissions are set and modified from the accounts receivable and accounts payable rights. In this view, it can also be defined accounts receivable rights that affect the visibility of sales invoices and stock management.
CONTENTS
Sales and Purchase Ledger Rights
The rights of ledgers can be defined by a person who has the user administrator (KH) rights for the company (The user administrator can also modify their own rights).
Purchase Ledger
By clicking the title, the view listed by users will show up. In order for a person to appear on the list, they must have user rights for the company.
Posting Purchase Invoice
No right to posting: The person does not see the purchase invoice posting lines or possible cost objects for the purchase invoice.
Row data management without posting data: The cost objects can be specified for the purchase invoice, but posting lines are not visible.
Posting suggestion: The user can submit a posting proposal to the posting lines on the purchase invoice. However, this does not post the invoice. The person can specify the cost objects for the purchase invoice.
Posting possibility, shall not be posted by default: Allows to post a purchase invoice. Posting is not automatically selected.
Posting possibility, shall be posted by default: Allows to post a purchase invoice. Posting is automatically selected.
The Issue Controller of Purchase Invoices
In order to set the person as the issue controller of a purchase invoice, they must have this right. With this right, a person can also be chosen as the main controller of purchase invoices.
Purchase Invoice Delimitation by Vendor
The user has access to every vendor's invoices by default. The right may be limited to invoices of certain vendors only. To narrow down suppliers, use the Specify button.
Isn't Allowed to Browse Invoices of Other Vendors
In addition, it can be defined that the user does not see invoices from other vendors. If the "Isn't allowed to browse invoices of other vendors" option is selected, the user will only see invoices from authorized vendors. However, if you have previously processed invoices without vendor delimitation, you will still see those old invoices you have previously processed from other vendors as well.
Right to Verify Invoices "Only Cleared to User"
The user can be restricted from verifying invoices to which they have not been specifically assigned as an issue controller. If no one has been selected to verify an invoice, it can be verified by anyone with sufficient rights. "Only cleared to user" option allows the user to check only the purchase invoices for which they have been appointed as an issue controller. Once the permissions have been saved, the view will be updated by pressing the "Update data" button at the bottom of the screen. This option also affects the reporting and purchase invoice list. The user will see in the reports only the invoices that they have been involved in during the verifying process.
Approval Rights for Purchase Invoices
An invoice may be approved by a person who has the right to approve purchase invoices.
Approval Only for Invoices of a Certain Euro Limit
Approval right can be limited to a certain euro limit per invoice, beyond which they cannot approve the invoice. The person cannot be set as an approver, for example, by modifying the invoice circulation or setting the circulation with an automation rule if the person's amount limit is not sufficient to approve the invoice. If an automated circulation is used where the user is an approver and the approval limit is exceeded, that circulation list will not be used on the invoice. The invoice comment will then read: The circulation list could not be set because the approver of the invoice does not have enough permissions.
Approval Right Only for Invoices Allocated to the User
The user can be restricted from approving invoices to which they have not been specifically selected as an approver. If no approver has been selected for the invoice, it can be approved by anyone with sufficient rights. "Only cleared to user" option allows the user to approve only the purchase invoices for which they have been specifically selected as an approver. This also affects the invoice list and reporting, and the person will only see the invoices in which they have been an approver.
Different Delimitation for Verification and Approval.
If the user has rights like this, meaning there is no delimitation in verification but there is in approval, the user sees all new invoices (without circulation), but once the invoice is verified, they will only see the invoice allocated to the user, which they can approve. In the invoice history, they see the invoices they have previously processed.
Payment Rights for Purchase Invoices
The invoice may be paid by the person who has the right to pay the purchase invoices. This also affects payroll, and if payrolls are to be paid, the person must have the right to pay purchase invoices. The payment right also affects the visibility of the cash flow forecast (it also appears without the payment right if the person has the rights of an Accountant).
Payment Right Only for Invoices of a Certain Euro Limit
The user can be set a euro limit per invoice, beyond which they do not have the right to make payments. If the field is empty or the limit is zero, the restriction is not in use, and they can pay as much as there is available money in the account.
A euro limit per payment day can also be set. If a value is given here, the program checks the amounts to be paid on the payment day, and if these are exceeded, the payment will no longer be possible.
Use the same supplier restrictions as in verification.
If this is selected, it affects payment, and if something is restricted in verification, payment will not be possible for these suppliers either. Also, if only user-allocated is selected for verification and the person has not verified this invoice, they cannot pay this invoice either.
Verification of Payments
If it is desired that one person cannot directly pay the company's invoices, a payment verification practice can be established in the company. This means that it is defined how many people need to confirm the payment before it can be sent to the bank. If necessary, a person can also be defined who can pay the invoice directly without the verification method. The view can be accessed via the "Payment Verification Settings" link. To define these rights, you must have either the Accounting Office's Administrator (TPK) role or the User Administrator (KH) role and the company's main user rights.
Verification also affects the payment of bank transfers and payroll.
Bank Transfer Payer
In order to pay bank transfers in Netvisor, the person must have payment rights for bank transfers. It is not possible to set a payment limit for bank transfers.
Bank Transfer Approver
This allows the approval of bank transfers. This can be enabled in the payment verification settings (requires TPK or KH + 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 purchase ledger 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 here. If the company has not enabled bank transfer approval, the accounts payable right for bank transfer approver does not affect anything, and in this case, the person can also pay bank transfers.
Purchase Order Approver
If the company has the purchase order section in use, the desired person(s) must have the right to approve purchase orders. Purchase orders cannot be sent without being approved.
Purchase Invoice Approval Circulation Setter
With this right, the person can define who checks and who approves the purchase invoice. Also, if a checker/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 its own page.
Purchase Invoice Automation Rules
This right allows the person to make automation rules for purchase invoices, even if they do not have approver rights for the company.
Sales Ledger
Sales Ledger Rights
When dealing with sales orders and invoices, it can be defined whether the user sees the purchase prices (products stored in the Product List) or not and can they edit the purchase prices. If this information is not visible to the user, the prices will be replaced by a * -mark. Selection also affects stock management and stock transaction entries.
The same visibility can be set for possible sales commissions paid on sales invoices. The commission section also affects, for example, the customer statistics by group report, where the report shows the commission and commission from the margin.
Additionally, the user's rights can be restricted by whether they only see the sales invoices and possible orders they have created themselves or also those created by other users or system automation. Orders require the use of the order processing section. System automation in this case refers to, for example, contract invoicing, where users can save billing information, but the actual creation of invoices does not happen by the user's action.
If the box is ticked and the person manually makes invoices through contract invoicing, they will see those invoices. If contract invoicing automatically makes invoices overnight, the user will not see these invoices.
Once the sales and purchase ledger rights have been defined, be sure to press the "Update data" button at the bottom of the view. Otherwise, the changes will not be saved.
Communication
The user will start 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 user profile (function-specific rights):
- Accounts Payable Basic Functions and Accounts Payable Views and Lists, both require editing authorization. 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 own name (the person who set up the user can also set this information):
When the basic information is open, check the "System message channel" section and set the desired option:
- When the basic information is open, check the "System message channel" section. It must be set to 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 will be 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 Timing settings:
- Finally, 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: The email will be sent to anyone who can verify the purchase invoices in the company.
Notification of Purchase Invoices to Verify Allocated to the User Only: The email will be sent only to the person who has been defined as a purchase invoice checker.
Notification of Purchase Invoices to Approve: The email will be sent to the person who can approve the invoice.
Keywords: purchase invoice approval, user rights, ledger rights, communication settings
Did you find it helpful? Yes No
Send feedback