Authorise purchase invoices and credit notes

Find this screen

Open: Suppliers > Enter Transactions > Authorisation.

How to

Authorise a purchase invoice or credit note

Open: Suppliers > Enter Transactions > Authorisation.

1. Choose to authorise transactions for a Single supplier or a range of Multiple suppliers.
2. Use the Selection criteria to display All unauthorised transactions for the selected supplier(s) or display transactions By date range.

3. Select the transaction you want to authorise and click Authorise.

   The Transaction Nominal Analysis window displays the nominal expense account the authorised transaction is posted to. If required, you can change this here.

4. To authorise the transaction, click OK.

   If required, continue authorising the remaining displayed supplier transactions.

See all transactions that require authorisation

Use the Unauthorised Transactions report to see all transactions that require authorisation.

Open: Suppliers > Supplier Reports > Account Analysis > Unauthorised Transactions report.

Set up purchase invoice authorisation

To start using authorisation, you must first enable purchase invoice authorisation.

See Set up authorisation for invoices and credit notes.

View or add attached documents

You can view attached files, add new files and scanned documents, or delete attached files.

1. To view, add or delete attached files, select Attached Documents.

2. To attach a file:

   • Select Attach File, then browse to the file that you want to attach and click Open.

     Tip: If you can't see the file, change the filter to show All Files. By default, the attachments filter only shows these file types: pdf, jpg, png, gif, txt, xls(x), doc(x), msg.

   • Drag-and-drop a file into the Attachments list. For example, you can drag-and-drop multiple files from Windows Explorer, or single files from an Outlook email.
   • Once the file has been added, you can enter a comment or reference in the Description column.

3. To scan a document and attach it as an image, click Scan Using Device.

   • Select Start Scan to see a preview of the scan, and click OK to add it as an attachment.
   • If the scanned image doesn't look right, you can select Rescan to scan the document again.

4. To view an attachment, select it and click View. The file will be opened using the application that's associated with this file type in Windows. You can't view exe or bat files.

5. To remove an attachment, select it and click Delete.

For more information, see Scan and attach documents.

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Useful info

About authorising purchase invoices

You can use authorisation for supplier invoices and credit notes that are entered directly to the Purchase Ledger (and not from a purchase order).

Note: This is separate to the authorisation process available for your purchase orders. If you're looking for purchase order authorisation, see Purchase order authorisation.

You can set up authorisation to be automatically selected if the purchase invoice or credit notes is above a specified value.

For all other invoices or credit notes below this value, you can choose whether they requires authorisation by selecting Requires Authorisation when the transaction is entered.

When you create an invoice or credit note that requires authorisation:

• The transaction is assigned an unauthorised query flag (U).
• The transaction is posted to the default nominal account for Unauthorised Purchases. If an Unauthorised purchases default nominal account is not specified, the invoice value is posted to the Suspense Account.

Once the transactions are authorised:

• The unauthorised query flag (U) is removed from the transaction.

• The nominal expense account (for profit and loss) is debited with the goods value according to the nominal analysis, and a corresponding credit value is posted to the default nominal account for Unauthorised Purchases (for the balance sheet).