⚙️How does the “Edit of invoice basis” function work?

Edit of invoice basis

Invoice data can be edited and approved in HRM before it is transferred to your finance system.

Activate “Edit of invoice basis”

Under Administration – General – Roles, you specify which roles will have authorisation to access the “Edit of invoice basis” view, found under Actions processed.

Approval of invoice data

Activate “Approval of invoice data”

Under Administration – Settings – General – Invoicing, you can choose whether you want to use approval of invoice data. This means, for example, that a project manager or customer manager can approve individual invoice data rows before they are exported to the finance system. Authorisation is required for the “Edit of invoice basis” menu.

Settings - General - Invoicing

“Editing and approval of invoice data”

The view for Editing and Approval of Invoice Data looks as follows:

All rows in the invoice data that have been released per invoice date and customer are shown here. You can make any necessary adjustments and approve the rows (if that function is being used).

Columns displayed in the view

Which columns are to be shown in the editing view, and their order, is set under Administration – Settings – General – Invoicing.

Reset an edit

You can also reset all rows to their original values if you wish.

Comment on the edit

There is also the option to write a comment on your edit.

Approve invoice rows

There are functions for printing the invoice data and approving all. If you change your mind about an edit, you can reset that row to its original value.

Authorisations for approval

Here you can also set whether authorisations should follow audit of account code (often referred to as partial sign-off). This means, for example, that a user who is authorised to partially sign off Project A will only see invoice rows for Project A. Otherwise, standard authorisations to employees are used. If a user has a role giving access to the editing view for Department 1, all invoice rows from employees in Department 1 will be shown.

Info about who approved/edited a row

In the info column, information is displayed about who approved the row and when. If the row has been edited, you’ll also see the original values there.