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We recommend that you create one user group that includes everyone who can approve an invoice. VIP IMOS does not include an option for all/anyone because in very few situations should all VIP IMOS users have access to approve invoices. You will need to create a group of baseline approvers if you want to set up a rule like this.
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Note: If you didn't define a number of approvals for a particular line, in order to determine how many approvals that line needs, VIP IMOS will fall back to the existing configuration flags.
Invoice approvals filter options
Filter | Description | Use Case Examples |
|---|---|---|
Trade Area | The Trade Area of the invoice, most likely inherited from the Voyage Manager. | Operations in Trade Areas PACIFIC and ATLANTIC are run by different managers. |
Line of Business (LOB) | The LOB of the invoice, most likely inherited from the Voyage Manager. | Your company has different global offices, and each runs as a separate LOB. |
Ledger Code | The Ledger Code of the invoice. This filter only applies to Voyage Other Revenue/Expense invoices. | Voyage Other Revenue/Expense invoices require more granular approval rights; select based on the specific ledger codes in the invoice. If such granularity is not needed, select (Select All). |
User Group | The User Group to which the restrictions on each line apply. | All users in the User Group Chartering Managers have the same approval restrictions. |
Claim Type | The Claim Type of the invoice. This filter only applies for Transaction Types Claim Invoice and Claim Payment. | Claim Invoices with Claim Type Demurrage are approved by Demurrage Specialists. |
Amount From | A value above which an approval is required. If it is blank, there is no lower limit. | Invoices less than $10,000 are approved by Operations Managers (Amount From: blank) but do not require approval by Chartering Managers (Amount From: $10,000). |
Amount To | The maximum approval authority (dollar value) of this User Group for this type of invoice. If it is blank, there is no upper limit. | Invoices up to $1,000,000 are approved by Operations Managers (Amount To: $1,000,000); invoices greater than $1,000,000 are approved by Chartering Managers (Amount To: blank). |
Restrict control to the list specified checkbox
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When you need to check individual invoice’s access (granted, denied, number of approvals etc.) by VIP IMOS - you can check Splunk for the following entries:
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Invoice Approvals is a mechanism in the invoice workflow where you can delegate specific groups of users to certain limits of authority (LOA) on which invoices they can approve. These limits are implemented around certain key invoice data fields.
Financial Control in
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IMOS
The Financial Control setup form allows you to define rules around how many approvals different invoice types need, who can perform those approvals, and in what order, for specific invoice types. When determining whether an invoice is ready to post or requires approval, VIP IMOS will find matching rules based on defined criteria and the data within the invoice.
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