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Verifying Invoice Approval Restrictions for a specific invoice
When you need to check individual invoice’s access (granted, denied, number of approvals etc.) by VIP - you can check Splunk for the following entries:
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For example, CheckUserInvApprovalAccess entry above logs various parameters of the invoice that user is trying to approve - invoice type, amount, LOB, user group for the user etc.) - and the result of the financial control’s access check for it - as well as the number of approvals set for it etc.
CheckUserInvPostingAccess entry logs the same for the posting workflow and so on.
Checking invoice approvals related fields in Financials lists and reports might be slightly confusing, but the logic is the following:
Approval Status and Approval Date always refers to the “last approval”.
Approval Status can be blank (if invoice has not been approved yet by anyone) - or a numeric value (“1”, “2”, “3” etc.) which refers to the number of approvals on the invoice or “A” for fully approved invoices.
Approval Status 2 and Approval Date 2 would be the “first approval”.
Approval Status 3 and Approval Date 3 would be “second approval”.
We do not keep track of approvals beyond third - and any subsequent approval after third will just update Approval Status and Approval Date as the “last approval”.
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| title | Related Configuration Flags |
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Flag/Name | Description | Notes |
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Enable Financial Control in VIP
CFGEnableFinancialControlInVIP | When enabled, the Financial Control setup form is available in the Financials module in VIP. | | Enable Financial Control Based Approvals
CFGEnableFinancialControlBasedApprovals | When enabled, the number of approvals required for a specific invoice will be calculated based on Financial Control setup and "approvals by type" access rights (if configuration flag CFGInvoiceApprovalsByType is enabled). If Financial Control setup disallows invoice approval for a specific invoice the user will be prompted. If config option is not enabled, VIP will use current logic for invoice approvals. | | Extend Approval Rights to Financials
CFGExtendApprovalRightsToFinancials | Renames the Invoice Approval Restrictions form to Financial Control Restrictions and controls access to posting and reversing financial transactions as well as approving them. | | Invoice Approvals By Type CFGInvoiceApprovalsByType | Specifies whether the control of invoice approval by type is enabled or not: On the Module Rights tab in Security, an Invoice Approval Types control list was added to grant users rights to approve specific types of invoices. On the Approve Invoices List and Transaction Summary, if a user does not have approval rights for an invoice type, the Review link will not be available for those invoices. | This flag does not need to be enabled to use Financial Control. If it is enabled, however, it does impact users' rights to approve specific invoice types. | Non Voyage Invoice Approval Needed CFGActNonVoyInvApprovalNeeded | Specify how many approvals are needed for non-voyage invoices before posting. | Default 0. | Bunker Cost Journal Approval Needed CFGActBunkerCostJournalApprovalNeeded | Specify how many approvals are needed for bunker cost journals before posting. | Default 0. | Journal Approval Needed CFGActJournalApprovalNeeded | Specify how many approvals are needed for journals before posting. | Default 1. | Invoice Approval Needed CFGActInvoiceApprovalNeeded | Specify how many approvals are needed for shipping related invoices before posting. | Default 1. | AR Invoice Approval Needed CFGActARInvoiceApprovalNeeded | Specifies how many approvals are needed for shipping-related AR invoices before posting. If a value is specified, it takes precedence over the setting of CFGActInvoiceApprovalNeeded. | Default 1. |
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