Our former authorization app (Flux) has been integrated and completely rebuilt in the new Basecone app! In time, the current Spenser app will also be added to the Basecone app, for now the authorization management is the first part of the app.
Starting with the app
Approve or reject documents
Put documents on hold
In addition to the current authorization options, this new app contains a number of innovations:
open the app based on the user's biometrics (fingerprint or facial recognition)
an indication of the number of invoices to be authorized (workload)
the credit invoices are clearly displayed
an improved overview of comments made with the invoices
The Basecone app is Basecone's mobile authorization app.
With the Basecone app you can authorize documents on your smartphone, wherever and whenever you want. Approve, reject, put on hold, change the assigned authorizer, read and add comments - this can be done easily, anywhere and quickly with the Basecone app.
In the Basecone web application, invoices can be assigned to authorizers for review. In the Basecone app, these authorizers can view and assess the documents on their smartphone. By swiping a document to the right or left, the user can approve or reject it respectively. In addition, an invoice can be put on hold, if the authorizer thinks that a detail on the invoice is incorrect, and a comment can be added or consulted.
Start with the Basecone app
When you open the app, it will ask for your login details once. These are your existing Basecone login details, you do need the role of Authorizer for this. You are automatically logged in with every subsequent visit. After this, you create a pin code once, with which you can log in every time. Finally, you can choose to log in to the Basecone app via biometric data, this can be done with a fingerprint (Android) or with facial recognition (iOS).
On the image below you see the start screen, here you choose your standard administration.
If you have selected this, you will immediately be taken to the overview of authorizations. There you can see how many documents there are still to be authorized within the selected administration, and you see details such as amount, is it a credit invoice, comment (s) and the status. To view documents, press a line in this overview.
If you have access to multiple administrations, you can switch administrations with the house button at the top right. In the exchange administration menu you can see how many documents are available for authorization per administration.
Approve or reject a document
In the overview with documents to be authorized, you can immediately approve an invoice by swiping right over the line of the document. By swiping to the left you can reject the document or put it on hold (only with authorization after booking).
Click on a document (a line) in the overview to open it for more details.
Put a document on hold
If you want to put a document on hold because you want to inquire about the document internally, use the orange pause button in the document details to put the document on hold. If you put a document on hold, you are obliged to add a comment. To remove a document from on hold, click the orange pause button again.
📌Note: This functionality is only available for post-booking authorization.
View document details
By clicking on the document line in the overview, you will access the document details. There are 2 or 3 tabs, if the document needs to be authorized before posting, it says Document and Comments. With authorization after booking there is a 3rd screen, Details. The PDF is visible in the Document screen, you can zoom in on it via the plus sign at the top right.
The Details screen contains the most important data of a document, from the Header the invoice name, the tag, possibly whether it concerns a credit invoice, the supplier, the amount (incl. VAT), the invoice number, the transaction date and the due date. From the posting line (s) the general ledger account, the project (optional), the cost center / cost unit (optional), the amount (excl. VAT) and the invoice description.
In the Comments screen you can see the comments made by others, and you can add and send a comment yourself with the arrow.
At the bottom of the document you can always use the arrows left and right to go to the next document, or to approve, reject or put the document on hold.
Overview of authorizers
More than one authorizer may need to approve the document. Via the icon (person with two arrows around it) at the top right you can see who has to authorize the document, who is the previous authorizer, and change the authorizer. You can change the authorizer after specifying a reason, choose the relevant authorizer, enter a reason and click Send. The authorizer has now been changed to the one you selected.
If you click on Settings at the bottom right (icon with two sliders) in the overview screen, you will enter the Settings menu. Here you have 4 options, at the top you see the username you are logged in with:
Security: click to change your PIN code, and to enable or disable logging in via biometrics (fingerprint or facial recognition).
Support: Click here to view the articles on our Knowledge Base, read the best tips and send a message to our Support department. You can also view previous conversations with our Support department here.
Log out: click here to log out of the app, the next time you log in to the app you have to enter your office code, username and password. You will first see a warning before you log out.