The authoriser does not receive an email as soon an invoice is assigned to them for approval. The system will check this every Monday, Wednesday and Friday morning if there are documents waiting longer than 48 hours in the authorisation workflow.
If this is applicable, an e-mail is sent to the authoriser informing him/her there are documents pending for approval.
📌 Ensure that the email of the authoriser is set up correctly in their user settings.
The email mentions the name of the document and in which company it is pending for approval. It also mentions the date since when it is assigned for approval. The email is automatically generated and the information mentioned cannot be changed.
- Example on authorization after booking:
If a document is assigned to the authoriser late Monday afternoon, a notification is sent on Friday morning because the status for authorisation is less than 48 hours on Wednesday morning.
It is not possible to change the frequency from 48 hours to 24 hour. This is only possible if the authorisation workflow is before booking.
Notification sent to Superuser
When the authoriser is not approving invoices for a certain time, an email is sent to the Super user informing him/her that the authoriser(s) still need to approve the mentioned invoice(s). The Authorisation administrator (in many cases the Super user or Accountant) can take the necessary action to chase the authoriser to approve the invoices or re-assign the invoice(s) to a different authoriser.