Before an invoice is sent for payment, it must be approved. In MediusGo, there are basically two steps for this: Review and Approval. They have different purposes and are often performed by different people. Both are necessary to ensure accurate and secure invoice processing. Here, we will describe the differences between these and some of the different options available for setting up the system.

Review – what does it mean?

• Purpose: To check that the invoice is correct in terms of content. Have goods or services been ordered? Have they been delivered/received? Are the price and quantity correct? 
• In short: “Have we received what we have been invoiced for?”
• When is it done: Before approval.
• Performed by: Purchaser, project manager, operations manager, someone with good knowledge of the delivery.
• All users who receive an invoice are authorized to perform a review, i.e., there are no rules to set up for checking who performs the review. 
• Only ONE person can perform a review of each coding row. Different people can review different rows on the same invoice, but only one signature per coding row.

Additional information

• Review invoice. Describes the options available to the user for reviewing an invoice.

Approval – what does it mean?

• Purpose: To approve the invoice for payment. This is usually done with a signature or digital confirmation and entails financial responsibility.
• In short: “Should we pay this invoice?”
• When is it done: After review and before payment.
• Performed by: Manager or person responsible for the budget, person appointed according to the company's approval policy.
• Approval rules are always set based on which dimension is approval-controlling and which amount limit should apply.
• In MediusGo, there are two types of approval rules: direct approval and approval hierarchy. 
  • Direct approval: one signature per coding row.
  • Approval hierarchy: multiple signatures per row is possible.

Additional information

• Approve invoice. Describes the options available to the user for approving an invoice.
• What type of approval rules do we have? Describes in more detail the difference between direct approval and approval hierarchy.
• Who has approval rights? Describes where you can see how your approval rules are set up.

How many people need to approve the invoice?

It is the company's management that decides how invoices should be reviewed and approved. The law of the Nordic countries requires reliable internal control, but does not specify exactly how. MediusGo offers several different options for setting up review and approval, so you can choose how many people should check the invoices before they are sent for payment.

The description below applies to one coding row on the invoice. If necessary, it is entirely possible to have different people review and approve different rows on the same invoice.

No review

If review is not considered necessary in your company, it is possible to perform a system review, which means that all coding rows are given the signature SYSTEM for review, but no review of the invoice content is performed. This is controlled per company with the AutoInspectInvoices parameter.

Review and 1 approval signature

One person performs a review and then sends it to another person who approves it based on a set amount limit. This is called Direct Approval, and how it is set up is described in the article Approval Rights - Basics.

The same person may review and approve

You can decide whether the same person should be allowed to both review and approve an invoice, or whether you want to ensure that two different people always do this. This is controlled by the system parameter AllowInspectAndAttest, which also has an amount limit that allows one person to both review and approve coding rows up to, for example, SEK 15,000, but if the amount is higher than that, another person must approve it.

Review and multiple approval signatures

One person reviews the invoice, and then several different people are required to approve it based on set amount limits. This is called an approval hierarchy, and you can read more about it in the article Approval hierarchy.