What does the authorisation workflow mean?
If invoices needs to be approved by someone, this is function is called the authorisation workflow. You can authorise invoices before and / or after booking.
The difference between this is to approve an invoice before it can be booked into the accounting system, and / or approve an invoice after it is booked in the accounting system (this can also be blocked and then release it for payment).
If you always work with the same authoriser(s) after booking, then you can automate the authoriser(s) in Basecone so they can be pre-selected by default for booking. In this way, it is no longer needed to manually select them each time.
What do you need for this?
In order to set up the authorisation workflow, you first need to set up users with the role authoriser. For this you need to first create users with this user role 'authoriser'. Read here what the different roles in Basecone exactly mean. Then give the new user(s) access to the relevant company or companies.
Where can you set up the authorisation workflow?
Go to the workflow settings tab of a company settings. Click on the Settings-icon at the bottom of the icon-menu, then click on Company > click on the edit-icon under the column Action at the end of line of the relevant company and click on the workflow tab. Here you will find two tabs:
1. Flows and Filters
Here you will find the option to create one or more workflows in which you can select a maximum of three authorisers that need to authorise either before or after booking when selected. Using the “add” button you can create a new flow. You decide the order of authorisation, you give the workflow a name and save it. Existing flows can be changed or deleted here as well. In each company you can create up to 25 workflows. After you have created a predefined flow you have the option to select a default workflow before and/or after booking. The selected default flow with the assigned authoriser(s) will be selected for that process.
You can also create filters for authorisation under this tab. More about that can be read in this article.
Under this tab you find the authorisation-settings that you can set up per company. There is a difference between authorisation before booking and authorisation after booking. Since the 8th of November 2019 it is possible to set this up for each Document type. You can make authorisation mandatory, which means the invoice has to be authorised starting from this moment. When you do not set authorisation mandatory it is possible to select authorisation optional or select that no authorisation is needed. This means that it is no longer possible to select an authorisator before and/or after booking.
📌 The number of options differ per accounting system. Below are the settings for a company that is linked to Twinfield.
Besides this it is possible to decide whether an invoice must be added to a payment batch after authorisation and/or if the booking must be finalized after authoisation. (Below again the settings for a company that is linked to Twinfield).