Introduction

It is necessary to authorize payments that are made. This is to ensure accountability for payments made and to monitor cash outflow in a company.

Menu path

Cash flow/Entry/Payments/Authorize

Roles & rights

To authorize payments, function right 454 – Allows approval of payment terms is required. Users with the General Manager role have this function right.

For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column. 

Button

Show

Click this to display the results according to the defined criteria.

Note: Once you have clicked this button, the name of the button will change to Refresh.

Refresh

Click this to update the results according to the defined criteria.

Reset

Click this to clear the defined criteria so that you can start a new search.

Close

Click this to exit.

Description

Criteria section

Division

Select a division to display the payments that need to be authorized or have already been authorized for that division. By default, the division of the login user is displayed. For more information, see Creating and Modifying Division.

Group by

Select the grouping method to group the results. You can choose to group by Details, Payment reference, Debtor, Creditor, or PO/SO.

Show

Select the required check boxes to display the payments according to the selected statuses:

·         Prepayment - Select this check box to display partial payments that have been made.

·         To be paid - Select this check box to display payments that need to be paid.

·         Already authorized - Select this check box to display payments that have already been authorized but not yet processed.

·         Payments in transit - Select this check box to display payments that are already authorized and processed.

Payment date

Type or select the payment date or range of payment dates. The payments that need to be authorized or have already been authorized will be displayed for dates within this range.

Invoice date

Type or select the invoice date or range of invoice dates. The payments that need to be authorized or have already been authorized will be displayed for dates within this range.

Note: The following buttons are available only if there is data displayed in the results section.

Authorize

Select a payment and click Authorize to authorize the payment.

Assign

Select a payment and click Assign to assign a cash instrument for the payment.

Postpone

Select a payment and click Postpone to set a new due date.

Customize

Click at the title bar to customize the fields or sections. You can add or remove existing criteria based on your preferences by selecting or clearing the relevant check boxes. Click Save to save the settings, Reset to clear the selections, or Close to exit without saving.

Related document

·         Creating and Modifying Cash Instrument

·         Creating and Modifying Division

·         Processing Cash Flow Payment