Authorisation Manager

Authorisation Manager allows you to view Invoices, Credit Notes, Orders, Financial Asset Transactions and Audits for Invoices.

To use Authorisation Manager navigate to Finance > Authorisation Manager.

The Authorisation Manager screen is displayed and defaults to Invoices (Accounts Payable) and Credit Notes tab.

On all screens where fields are read-only they will be blue.

On all screens where fields are editable they will be white.

Invoices (Accounts Payable) and Credit Notes

The buttons appearing on the Invoices (Accounts Payable) and Credit Notes tab are described in the following table:

This Field…	Does This…
Save	Saves the information displayed in the grid.
Financial Year	Displays the relevant financial year. Select from the drop-down list.
View the selected Invoice (Account Payable)	Displays the relevant Invoice (Account Payable).
View the selected Order	Displays the relevant order.
View the selected Credit Note	Displays the relevant credit note.
Refresh	Refreshes the contents of the grid.

Check that the Period is displayed.

Where the System Option Enable Period under Authorisation Manager has been set to True. The Financial Year is disabled and the user can specify a period.

All unauthorised Invoices (Accounts Payable) and Credit Notes are displayed on the period defined.

The fields for the Invoices (Accounts Payable) and Credit Notes are described in the following table:

This Field…	Does this…
Invoice Type	The Invoice Type available. e.g. Business Rates, Council Tax, Maintenance and Utility.
Invoice Number	The number is manually entered for invoice.
Invoice Contractor	Name of contractor on invoice.
Contractor Site Code	Site Code used by the Contractor.
Created By	Name of person who created the invoice.
Created Date	Date the invoice was created.
Invoice Date	Date set on invoice.
Date Sent	Date the invoice was sent.
Paid Externally	Check box displaying whether invoice has been paid externally.
Date Invoice Received	Date the invoice was received.
Net Amount	Invoice amount in net.
VAT Amount	VAT amount added to invoice.
Gross Amount	Invoice amount in gross.
Authorised	Individual who authorised invoice.
Invoice Status	Status of invoice.
Comments	Any comments can be added in this field.

Summary invoice details can be displayed by selecting the Invoice button.

The Summary Invoice details are displayed.

Click on the + to expand the table.

This displays the Associated Orders for the selected invoice.

The fields for an Associated Order are described in the following table:

This Field…	Does this…
Order Number	Order number for Invoice.
Instruction Officer	Name of Instruction Officer.
Order Contractor	Name of Ordering Contractor.
Order Description	Description of Order.
Total Estimate	Total estimated amount of Order.
Authorised Order Variations Value	Authorised variations value.
Order Value	Value or Order.
Issued Date	Date order was issued
Due Date	Date order is due.
Is Variation	Is variation Yes/No.
Order Status	Status of order.
Authorised	Check box displaying whether order has been authorised.

Financial Outcomes

Select the Financial Outcome tab.

The buttons appearing on the Financial Outcome tab are described in the following table:

This button…	Does this…
Save	Saves the information displayed in the grid.
Refresh	Refreshes the contents of the grid.
Authorise	Authorises the item.
Authorisation Information	Displays the authorisation information.
Reject	Rejects the item.

Set the dates required within the Period fields.

The records returned are based on the defined period.

The fields within the Defined Period are described in the following table.

This field…	Does this…
Project Name	Displays the name of the project.
Project Status	Displays the status of the project.
Financial Asset Number	Displays the Financial Asset Number.
Financial Asset Name	Displays the Financial Asset Name.
Location Path	Displays the Location Path.
Effective Date	Displays the Effective Date of record.
Value to Authorise	Displays the Value to Authorise figure.
Capitalised To Date Value	Displays the Capitalised To Date Value
Authorisation Status	Displays the Authorisation Status.
Updated By	Displays name of the individual who updated the record.
Updated	Displays the Updated Date.
Disposal / Sale Value	Displays the Disposal / Sale Value.
Depreciation Action	Displays the Depreciation Action.
Useful Life	Displays the Length of life for Asset.
Transaction Type	Displays the Type of Transaction used.

The Financial Outcomes grid will group the transaction by the related project.

Where the user has the appropriate authorisation level for the transaction, the Authorise button, and the Reject buttons are enabled. The Authorisation Information button can be selected.

Invoice Audit Manager

Access to the new mini tab is controlled by role permission with the following options:

No Access (Mini tab cannot be viewed).
View Access (Mini tab can be viewed but read-only).
Full Access (Mini tab can be viewed information can be made and saved).

To use Invoice Audit Manager, navigate to Finance > Authorisation Manager > Invoice Audit Manager.

Audit Status can only be updated if the Invoice has not been authorised. This can only be authorised if the audit status is blank or 'Passed Audit'.

Select the Invoice Audit Manager tab.

On opening, the tab should display no data by default.

The fields for the Invoice Audit Manager are described in the following table:

This field…	Does this…
Invoice Number	Displays number created for Invoice.
Invoice Date	Displays date invoice created.
Net Amount	Displays Invoice Net Amount.
VAT Amount	Displays Invoice VAT Amount.
Gross Amount	Displays Invoice Gross Amount.
Authorised	Authorised [Y/N].
Invoice Comments	Displays comments added to Invoice.
Audit Date	Displays Date of Audit.
Audited By	Displays the name of individual who audited the invoice.
Audit Status	Displays audit status.
Audit Comments	Displays comments added by auditor.

The buttons appearing on the Invoice Audit Manager tab are described in the following table:

This field…	Does this…
Invoice Number	Displays number created for Invoice.
Invoice Date	Displays date invoice created.
Net Amount	Displays Invoice Net Amount.
VAT Amount	Displays Invoice VAT Amount.
Gross Amount	Displays Invoice Gross Amount.
Authorised	Authorised [Y/N].
Invoice Comments	Displays comments added to Invoice.
Audit Date	Displays Date of Audit.
Audited By	Displays the name of individual who audited the invoice.
Audit Status	Displays audit status.
Audit Comments	Displays comments added by auditor.

Batch details are displayed by selecting the batch from the Batch drop-down, which displays the following:

Batch Created Date
File name (of the spreadsheet uploaded)

Select a Batch from the drop-down.

The screen is then populated with the invoices from the batch selected.

Audit Status set to either Is Failed or Requires Audit the user is prevented from selecting or updating the Authorised box.

Click on the + to expand the table.

The order information shown will match that of the Authorisation Manager screen.

The fields for the Authorisation Manager are described in the following table:

This field…	Does this…
Order Number	Displays the order number.
Instructing Officer	Displays the name of the Instructing Officer.
Order Contractor	Displays the name of the Order Contractor.
Order Description	Displays the Order Description.
Total Estimate	Displays the Total Estimate amount.
Authorised Order Variations Value	Displays the value of Authorised Order.
Order Value	Displays the total Order Value.
Issued Date	Displays Issued Date.
Due Date	Displays Due Date.
Is Variation	Is Variation [Y/N].
Order Status	Displays the Order Status.
Authorised	Displays who Authorised the invoice.

The functionality matches that of the Authorisation Manager - Invoices / Credit Notes mini tab:

The % of invoices to be audited can be set in Financial Options (navigate to Tools > System Options and click Financial Options > General Tab). This has a value of 0 to 100 and set to 10 by default.

For auditing purposes, no invoice should be authorised without completing the required audits.

When Restrict Financial Authorisation (navigate to Tools > System Options and click is set Financial Options > General Tab) is set then any updated rows which fail validation for this reason will be highlighted in red. No changes will be saved until the rows are deselected or the validation is passed.

Restrict Financial Authorisation

Restrict Authorisation Manager prevents the authorisation of invoices on the Invoice / Credit Notes and Invoice Audit tabs where an order has been authorised by the same individual.

Click on Finance and select Authorisation Manager then Invoices (Accounts Payable) and Credit Notes.
Select the Authorised tick box.

Click on Save

The following message is displayed.

Click on the Invoice Audit Manager tab.
Select the Authorised tick box.

Click on Save.

The following message is displayed.