Authorise transactions
Use this to authorise purchase invoices and credit notes entered directly to the Purchase Ledger. (This is separate to the authorisation process available for your purchase orders.)
You can set authorisation for purchase invoices or credit notes above a specified value on the Processing tab of Purchase Ledger settings.
An invoice or credit note requires authorisation if the Requires Authorisation option is selected when the transaction is entered.
The transaction is assigned an unauthorised query flag (U). Once saved, 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.
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.
Once the purchase transactions are authorised, postings are automatically reversed from the unauthorised purchases account and posted to the appropriate nominal accounts.
You select the transactions to authorise by supplier account.
Use the Unauthorised Transactions report to see all transactions that require authorisation the Purchase Ledger before you start this process.
- The unauthorised query flag is removed from the transaction.
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The nominal expense account (for profit and loss) is debited with the goods value according to the nominal analysis, and a corresponding double-entry is posted (credit) to the default nominal account for unauthorised purchases (for the balance sheet).
- You must have chosen to use Invoice authorisation in the Purchase Ledger settings Processing tab.
To authorise transactions
Open: Purchase Ledger > Enter Transactions > Authorisation.
- Choose to authorise transactions for a Single supplier or a range of Multiple suppliers.
- Use the Selection criteria to display All unauthorised transactions for the selected supplier(s) or display transactions By date range.
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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.
Note: When paying expenses by supplier account, the WIP nominal codes associated with expense are read only and you cannot change these here.
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To authorise the transaction, click OK.
If required, continue authorising the remaining displayed supplier transactions.
View or add attached documents
You can view attached files, add new files and scanned documents, or delete attached files.
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To view, add or delete attached files, select Attached Documents.
- 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.
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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.
- 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.
- To remove an attachment, select it and click Delete.
For more information, see Scan and attach documents.