What needs to be changed?

Before making changes to the approval rules, it is important to think carefully to ensure that the right people have the right authorizations. The following two questions are therefore useful to ask yourself before you start making changes:

• Is the right user receiving the invoice for approval or should it actually go to someone else?
• Should changes be made to an existing role or should a new role be created?
  If the changes are to be made to an existing role, make sure that all users linked to the role have the same rights.

We have a new employee who should be able to approve invoices

• Will the new employee succeed an existing user and have the same rights?
  Go to Organization - Users and follow the instructions under Copy user.
• Should the user be added to existing roles?
  Follow the instruction Add user to existing role.
• Does a new role need to be created for this user?
  Follow the instructions in Create new role and Approval rights - Role form

How do I add approval rights to an account?

We have added a new value that someone needs to be able to approve.

This can be done in different ways depending on how it looks

• We have ready-made roles with amounts to which the new value should be added.
  Go to Approval rules-Approval rules and follow the instructions under Add in the article Add/Remove approval values from roles
• We need to create new roles for this value.
  Create roles according to the article Create new role and Approval rights - Role form

No user has approval rights

The approval box is grey and cannot be clicked

If the approval box is grey, this means that the user does not have approval rights.

Check the following:

1. Has the user also reviewed the invoice?
   If yes, is it allowed to both review and approve coding rows with the current amount?
   Check the system parameter AllowInspectAndAttest and its maximum amount.
   For more information, see the article Approval rights - Basics
2. Who has approval rights?
   Does any user have authorization on the value?
   Does the amount need to be changed for that user? 
3. Which roles does the user belong to?
   Should the user's role be changed or should the user be added to another role?

Depending on your setup, there are several options.

• Add value to existing role
• Add user to existing role
• Change the General approval amount on existing role
• Create new role

I used to be able to approve these invoices but now I can't

1. Go in as a substitute for the user to see what error message appears as described here.
2. Investigate the error message using the articles Send to approval- Administrators and Send from approval- Administrators.

I know which account the amount should be changed on but not which role has approval rights

1. Go to Approval rules - Approval rules and follow the instructions in the article Who has approval rights?
2. Follow the steps in the section Change approval rights on a role.

The user needs to be able to approve a higher amount

1. Wich amount needs to be changed?
   Investigate the error message using the articles Send to approval - Administrators and Send from approval - Administrators.
2. Follow the steps in the section Change approval rights on a role.

Are there special approval rules or regular rules that need to be changed?

1. Go in as a substitute for the user to see what error message pops up according to this description.
2. Investigate the error message using the articles Send to approval - Administrators and Send from approval - Administrators.

We have a Special approval rule that should apply to this invoice

Go to Approval rules - Special approval rules, open the relevant rule and check the following:

1. Is the rule active? Check both the checkbox and the date.
2. Is there an amount indicated?
3. Is the amount to be appproved within the amount limit?
4. Which users belong to the roles linked to the rule?

What does the user see?

If you receive a message from a user that they have a problem with a particular invoice, which is still in the user's own queue, it can sometimes be useful to see what the user sees.

1. Go to Organization - Substitutes
2. Add yourself as a substitute for the current user
3. In MediusGo, select the current user in the drop-down list of names in the top right of the window
4. Open the current invoice and do what the user is trying to do and see what error messages you get.
   Please note that this requires that you do not have any approval rights of your own as these may affect the result.
5. Investigate the error message using the articles Send to approval - Administrators and Send from approval - Administrators.

Which roles does the user belong to?

1. Go to Organization - Companies and click on View.
2. Click on the company you want to make changes to.
3. Click on the tab Users/Roles
4. Select the current user.
5. The user's roles are displayed on the right, open the role form by double clicking on the role.
   Note that all the user's roles are displayed, these are not filtered by company.

Change approval rights on a role

1. Find the role under Organization - Roles and open it.
2. Select the current company.
3. Go to the Approval rights tab
   • Change the amounts that need to be adjusted
     1. Change the amount for “Maximum approval amount per invoice” and/or “General approval amount”.
   • Add/Remove approval values
     1. Click on the drop-down list “Approval rights per code part”.
     2. Move the relevant values to the right or left pane depending on whether they are to be added or removed
        

For a more detailed description read Approval rights - Role form

Adding users to an existing role

1. Go to Organization - Roles and open the current role
2. Click on the tab The role's users
3. Move users with the arrows so that the ones belonging to the role are in the right pane