In an authorization scheme you define which users, the so-called authorizers, must authorize a transaction and in which order this must take place. The order is defined using levels.
In an authorization scheme you can add multiple levels. Authorization starts at level 1 and continues to the next level after all non-optional authorizers have approved.
If you add multiple authorizers at the same level, the transaction will be presented to these authorizers for authorization at the same time. In the example above, a transaction is first presented simultaneously to authorizers Jörg and Nik. After both have authorized, Luuk and Murat must approve one after another if their conditions apply.
When an authorizer rejects a transaction, the authorization process of the transaction stops.
You can create an unlimited number of authorizers and levels in an authorization scheme.
Managing authorization schemes
Go to Manage / Administration / Authorization schemes to create, edit or delete authorization schemes.
Authorization schemes that are linked to existing transactions cannot be deleted. However, it is possible to set an authorization scheme to inactive so that it can no longer be used for new transactions.
Only users with the user permission 'Authorize transactions' can be added to an authorization scheme. This user permission is added by default to the user role 'Authorizer'. In this article we explain which six actions an authorizer can perform.
Authorization schemes can be copied to other administrations within the environment using the 'Duplicate' button:
In this article we explain how authorization management can be activated for an administration. Read more here about the journal settings that are available.
Conditional authorization
Configure conditions for authorizers to make an authorization scheme conditional. This way the correct authorizers can automatically be assigned to invoices.
On the tab 'Conditions' when creating/editing an authorization scheme you can define conditions (also called authorization rules or approval rules).
On the tab 'Authorizers' you can then link these conditions to one or more authorizers:
With the field 'Required conditions' you configure whether all conditions must be met (default) or whether it is sufficient if at least one condition is met:
Conditions
When no conditions are linked to an authorizer, the authorizer must always authorize a transaction.
Conditions can be structured as desired. The following fields are available for this (depending on the connected accounting package):
Transaction type
Invoice number
Description
Comments
Payment reference
Journal type
Journal
Amount (incl. VAT)
Currency
Document sender name
Document sender address
Document recipient
Document subject
Document origin
Document channel type
Document comments
Document channel
Document category (only available when Upload & read document categories are enabled)
Creditor
Debtor
Software account tag
Payment condition
Payment reference
No authorizers on the previous level: this field is 'true' if there are no authorizers on the previous level.
No authorizers on higher levels: this field is 'true' if there are no authorizers on any higher level.
Deferred transaction: this field is 'true' if the transaction is deferred.
Include in Zenvoices payment runs: only available when the additional module Payments is enabled for the administration.
Include in payment runs (only AFAS)
Created by: the user who imported the document or created the transaction manually.
Approved by: the user who approved the transaction proposal.
General ledger account
Cost center header/line
Cost unit header/line
Project header/line
Project item line
Project manager header/line (header only Exact Globe / line for Exact Online, AFAS, Exact Online Bouw and Exact Globe)
Recharge (only when supported by the accounting package)
Article (only Exact Globe / also available for King and Exact Online with Purchase to pay)
Employee (only Exact Globe)
Specialization codes (only AFAS)
Warehouse code (only Exact Online)
Is direct purchase invoice (only available when Purchase to pay is enabled): is 'true' if one or more purchase invoice lines are not linked to an order.
Purchase invoice review (only available when Purchase to pay is enabled): the review of the purchase invoice. This field is empty for non-purchase invoices.
Depending on the selected fields the following selection options can be configured:
Contains (part of an invoice number/description)
Does not contain
Starts with
Ends with
Equals (value must match exactly)
Does not equal (anything different from the configured value)
Is one of (select multiple values)
Is empty
Is not empty
Is between (a range between values)
Less than
Greater than
Less than or equal to
Greater than or equal to
Examples of conditions
Refer to this article with more information about which values you can enter under 'Condition' (such as And/Or/Not and/Not or).
Below is an example condition where two conditions must apply:
Amount (excl. VAT) is greater than 50.00 and (therefore choose the condition 'And')
General ledger account equals 5530 - Car expenses
Below is an example condition where only the following is required:
Software account tag 'Telecom' must apply (one condition, so you can use either 'And'/'Or'):
Optional authorization
In an authorization scheme you can configure per authorizer whether authorization is optional using the field 'Optional':
The authorization process proceeds to the next level when all non-optional authorizers have approved. If all authorizers at a level are optional, approval from one authorizer is required (as in the example above).
Catch-all authorizers
The fields 'No authorizers on the previous level' and 'No authorizers on higher levels' can be used to work with catch-all authorizers. Catch-all authorizers only need to approve when other authorizers do not need to approve.
You can configure this as follows:
Jörg and Nik are placed at level 1 with the condition of the cost centers for which they must approve invoices.
Luuk at level 2 with only transactions with an amount above €10,000.
Murat is placed at level 3 with the condition 'No authorizers on higher levels'. As a result Murat only needs to authorize if Jörg, Nik and Luuk do not need to authorize.
With the options above it is possible to create a fallback mechanism for your authorization scheme. Want to know more? Watch the video below.
Authorize for approval during absence
In Zenvoices it is possible to authorize a person to act on behalf of the original user during a (longer) period of absence. Refer to the information page to designate a replacement during absence using this setting.
Automatically rejecting incorrect purchase invoices
Enable the option 'Automatically reject incorrect purchase invoices' on the tab 'Properties' to automatically reject incorrect purchase invoices. This option is only available when the module Purchase to pay is activated. Refer to this article for more information.