IMOS On-Prem - Invoice Approvals

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Invoice Approvals is a mechanism in the invoice workflow by which specific users can be delegated to certain limits of authority (LOA) on which invoices they can approve. These limits are implemented around certain key invoice data fields.

In the Financials module center , under Setup, click Invoice Approvals.

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	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.
Transaction Type	Invoice type.	Invoices with Transaction Type Bunker Invoice are approved by Bunker Managers.
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. To use this filter, you must first select Transaction Type Claim Invoice or Claim Payment.	Claim Invoices with Claim Type Demurrage are approved by Demurrage Specialists.
Lower Limit	A value above which an approval is required. To have no lower limit, leave it blank.	Invoices less than $10,000 are approved by Operations Managers (Lower Limit: blank) but do not require approval by Chartering Managers (Lower Limit: $10,000).
Upper Limit	The maximum approval authority (dollar value) of this User Group for this type of invoice. To have no upper limit, leave it blank.	Invoices up to $1,000,000 are approved by Operations Managers (Upper Limit: $1,000,000); invoices greater than $1,000,000 are approved by Chartering Managers (Upper Limit: blank).

Adding an Invoice Approval Restriction

On the Invoice Approval Restrictions form, for each approval line:

Click.
Select a Trade Area, Line of Business, Transaction Type, and User Group.
- If the Transaction Type is Voyage Other Expense, Voyage Other Expense (Rate), Voyage Other Revenue, or Voyage Other Revenue (Rate), you can also select Ledger Codes.
- If the Transaction Type is Claim Invoice or Claim Payment, you can also select a Claim Type.
Enter a Lower Limit and/or Upper Limit.

Notes:

A line with 0 in both Lower Limit and Upper Limit means that the User Group cannot approve invoices that meet the conditions specified on that line.
Restrict approvals to the list specified:
- If selected:
  - Deleting a line with a blank value in both Lower Limit and Upper Limit will affect existing approvals.
  - Any exceptions to the list will not be able to approve invoices.
    Example: A User Group that is not in the list will not be able to approve invoices.
- If not selected:
  - Deleting a line with a blank value in both Lower Limit and Upper Limit will not affect existing approvals.
  - Any exceptions to the list will be able to approve invoices.
    Example: A User Group that is not in the list will be able to approve invoices.

Related Configuration Flags

Flag/Name	Description
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.