Setting up rules for approval of expenses

If you want to have expenses approved in different ways in your fiscal, here are the options available for setting this up in Xena.

Approval by order responsible person

You can choose to require approval of order expenses from the order responsible before they can be posted to the order.

1. Go to the menu Setup > Ledger Setup, select the 'Voucher authorization' tab and press the button 'Settings'
2. Check the box 'Vouchers must be approved by order responsibles'
3. Select the inbox where the voucher must be moved to upon order costs are approved, for final bookkeeping
4. Press 'Save'

This will have an impact on the following screens:

• Voucher Registration: Vouchers with order costs must go through the order responsible person's inbox for approval. You can assign a fixed approver to the supplier overriding the order responsible. Follow the instructions here.
• Cost Registration: Entries must be approved by the order responsible on the 'Approval' tab.

Approval based on amounts

You can set up rules for the approval of vouchers within specific amount limits - this is called Procurement.

When a voucher is not approved by a user with the right to approve within the voucher's amount limit, it will remain in voucher registration and not be included in the menu Purchase > Payment overview.

If you use procurement approval, a procurement rule must be created for all employees who have access to voucher registration.

1. Open the menu Setup > Ledger Setup, select the 'Voucher authorization' tab.
2. Press the 'Create' button
3. Select a user
4. Enter the amount including VAT that the user is allowed to approve for payment
5. Select the start date for this rule
6. Never fill in an end date when creating procurement rules

For users who should never be able to approve a voucher finally, you can set a maximum amount limit, e.g., 1.00 for these users.

If a user MUST have the final say on the voucher, all other users can be set to 1.00, and the final approver can be set to  1,000,000,000.00.

In the future, when a voucher is posted, it will automatically be forwarded to the person with the nearest procurement amount in relation to the amount on the voucher.

If you want to change the amount limit for a user, you must create a new rule with a new start date and a new amount. The existing rule will now be automatically updated with an end date.

Example of approval flows

With no procura rules:

1: The voucher starts with an accountant. The accountant adds order tasks to the order cost section, selects ledger accounts, etc.

• The accountant wants the order costs approved upon bookkeeping the voucher, so the accountant manually moves the voucher to the first order responsible.

2: The voucher is now in the order responsible inbox. The inbox for project employees is opened via the menu: Project > Dashboard.

• The order responsible approves order cost posts by pressing 'Bookkeep'.
• If there are multiple order responsibles on the voucher it is automatically moved to the next order responsible inbox etc.

3: When all order cost posts are approved, the voucher is automatically moved to the inbox selected in the settings for final bookkeeping.

• The voucher HAS been order posted, so order cost posts CANNOT be changed
• The user bookkeeps the voucher by pressing 'Bookkeep'
• Now the voucher disappears from the inbox and will now appear in the menu Purchase > Payment overview.

With procura rules:

1: The voucher starts with an accountant who has procurement up to 100.00. The accountant adds order cost posts, selects ledger account, and presses 'Bookkeep'.

• The accountant cannot approve order cost posts, so the voucher is now automatically forwarded to the first order responsible.

2: The voucher is now in the order responsibles inbox. The inbox for project employees is opened via the menu: Project > Dashboard.

• The order responsible approves order cost posts by pressing 'Bookkeep'.
• As the voucher is already bookkept by the accountant, the financial account CANNOT be changed

3: The voucher is now automatically moved to the inbox with the nearest procurement rule to approve the voucher finally:

• The voucher HAS been order posted, so order cost posts CANNOT be changed
• The voucher HAS been financially bookkept, so financial account CANNOT be changed
• The user can finally approve the voucher by pressing 'Bookkeep'
• Now the voucher disappears from the inbox and will now appear in the menu Purchase > Payment overview.

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