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Keeping track of the authorisation process
Keeping track of the authorisation process

Manage invoices that are pending for approval in the authorisation overview screen

Team Basecone avatar
Written by Team Basecone
Updated over a week ago

The authorisation overview is a screen created for users with the role authorisation administrator to manage all pending documents that require authorisation and take necessary action if needed. This is an additional role usually given to Superuser, Accountants or SME Accountant. If your Basecone makes use of the authorisation module, this would be a useful additional role for the user to have.

The authorisation administrator can monitor the followings:

  • The number of documents pending for authorisation per company; 

  • The number of documents pending to be authorised before booking; 

  • The number of documents pending to be authorised after booking; 

  • The number of documents with the 'on-hold’ status;

  • The number of days the document is pending for authorisation;

  • Add or view a comment and;

  • Reassign the document to another authoriser if needed.

To authorise before booking / after booking

When the authorisation administrator clicks on the number below the column ‘To authorise before booking / after booking’, the authorisation overview is only opened for the selected company. Here the authorisation administrator is able to see is assigned to the documents for authorisation i.e. who is in turn to authorise and who still needs to authorise. You can also see how many days the document is waiting to be authorised by the authoriser. The authorisation administrator can also see the detailed information about the invoice such as tag label (PNV/SLS), supplier, amount, invoice date, description, etc.

Documents on hold

When the authorisation administrator clicks on the number in the column ‘Documents on hold’ the authorisation overview will open for the selected company. Now all the documents with status ‘On Hold’ is visible on a list. You can remove the on hold by ticking the rule, clicking the authoriser and clicking "remove on hold" bottom right.

When you select the item, it will have an orange color like above and there is the option to click on Remove on hold to remove this status. On the right side of the page above the invoice, you can click on the comment icon (see image below) to see the reason why the authoriser has put the document on hold.  When you remove this status, the document is send back to the authoriser for approval.

Add or view comment (s)

The authorisation administrator can add a comment to the document by clicking on the comment-icon above the invoice. The comments will also be visible to other users so they can see what other comments are provided by other users.

Assign a document to a different authoriser

If a document needs to be reassigned to a different authoriser, this can be changed by selecting/ticking the line, clicking the authoriser and then clicking on the icon ‘Change Authoriser’.
It is only possible to change the authoriser who is in turn to authorise. It is not possible to change an authoriser who is not yet in turn to authorise. When you request to change the authoriser, it is mandatory to fill in the comment before the changes is applied. 

TIP: Sorting functions

Columns that can be sorted will be shown with a sorting-icon. You can click on the name of the columns to sort the documents. You can also trigger the search by typing in the company code and/or company name to narrow down your search - making it more efficient to search for the company!

Sorting functions in the authorisation overview 

  • Company code

  • Company name

  • To authorise before booking

  • To authorise after booking

  • Documents on hold

Sorting functions per company - 'Before booking'

  • Authoriser 1     

  • Authoriser 2   

  • Authoriser 3    

  • Days awaiting

Sorting functions per company - 'After booking' and 'On hold'

  • Tag

  • Period

  • Relation

  • Total

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