Authorise supplier transactions (purchase invoices and credit notes)

Find this screen

Open: Purchase Ledger > Enter Transactions > Authorise Supplier Transactions

How to

Authorise transactions

Open: Purchase Ledger > Enter Transactions > Authorise Supplier Transactions

1. Select Select Suppliers to choose which suppliers to authorise transactions for.

   • By default, transactions will be displayed for All suppliers.
   • To display transactions for one supplier, select Single supplier.

   • To display transactions for a group of suppliers, select Multiple suppliers.

     Use this to show a range of suppliers in alphabetical order by their supplier code. For example, entering From code Abbey and To code Jones will show all suppliers in alphabetical order between those two codes.

2. Select Show Transactions to display the list of transactions to authorise.

   Tips for using the list

   • Search for items by typing in the box at the top of a column.

   • Use filters to show items that contain particular text or a range of values.

     • To filter a column, select the filter button in the column heading, or select the filter button from the menu in the column header.
     • If you want to filter by a date, use the filter button from the menu in the column header.
   • Sort the list by selecting the column heading. Select the heading once to sort in ascending order, and select it again to sort in descending order.
   • To add or remove columns, select the menu button in the column header, then select the columns button.
   • To pin a column, select the menu button in the column header, then select Pin Column and choose the column.
   • To move a column, select and hold the column heading, then drag it to a new position.

   Note: You'll not see the menu button in the column header until you either: hover over the column heading with a mouse, press and hold the column heading on a touch screen, or navigate to the column heading using a keyboard Tab key (use Ctrl + Enter to open the menu).

3. Select the transaction you want to authorise.

4. The Nominal Analysis displays the nominal account the authorised transaction will be posted to.

   • You can change the nominal account if required, and also Add more accounts to split the posting.

     Note: Make sure that the total Goods value of your nominal postings matches the value of the transaction. You will not be able to authorise the transaction if they don't match.

   • You can only select Transaction Analysis details if you have enabled Allow additional transactional analysis in Supplier Defaults and Settings.

5. To authorise the transaction, select Authorise.

Set up purchase invoice authorisation

To start using authorisation, you must first enable purchase invoice authorisation (in Supplier Defaults and Settings ).

See Authorisation of invoices and credit notes.

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Useful info

About authorising supplier transactions

You can use authorisation for invoices and credit notes that you enter directly for your suppliers.

Note: This is separate to the authorisation process available for your purchase orders, but it can be used in addition to purchase order authorisation.

You can set up authorisation to be automatically selected if a purchase invoice or credit note is above a specified value, set in Supplier Defaults and Settings.

For all other invoices or credit notes below this value, authorisation will not automatically be selected, but you can still manually select Requires Authorisation when you enter the transaction.

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

• An unauthorised query flag (U) is set on the transaction.
• 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 you have authorised the transaction:

• 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).

Until the invoice or credit note is authorised, you cannot:

• Allocate a payment to an unauthorised invoice.
• Allocate an unauthorised credit note to an invoice.
• Reverse an unauthorised invoice or credit note.