Approve and authorise: what is the difference?
In Kleer you can have different permissions that let you approve, reject and authorise.
Approve or authorise: what is the difference?
In Kleer you can have different permissions that let you approve, reject and authorise. What do these terms mean? We explain them below.
Approve
To approve in Kleer simply means that you give an OK to a document in the system. When you approve something, it shows in the history, and the person who is to authorise can see that you have approved the document. Nothing happens in the accounting. It is simply a function that lets more people at the company review documents and give an OK that they look right.
Authorise
Authorise is the step where the bookkeeping happens. After authorisation you cannot adjust the document afterwards without help from a Kleer consultant.
Think of authorisation as the last step in a series of approvals, where the OK becomes final. Authorisation is what creates, for example, customer invoices ready to be sent, salaries ready to be paid and supplier invoices ready to be paid.
Reject
We often talk about approving and authorising, but of course you can also reject a document if it is not right. Reject is the opposite of approve, and it can only be done before authorisation.
Approver of customer invoices
To make it possible to approve customer invoices, âapproversâ can be used. An âapproverâ is a person who can approve the invoice. A Kleer consultant needs to help with this, because it is set up at company level. After that, it can be added in all the places where customer invoices are administered, for example through ongoing contracts, the customer card or a new invoice. The person who creates a customer invoice can set any person in the organisation as approver.
Approver of supplier invoices
This is also an approval function that is controlled at company level. With this function, invoices can be passed on for approval to any employee before authorisation. When the function is activated, invoices can be sent to the person who is to approve in two ways:
- If your supplier has entered one of your users as âyour referenceâ on the invoice, the Kleer consultant can enter this when assigning account codes. The invoice is then sent directly to this person for approval.
- Alternatively, the users who administer the accounts payable ledger can forward the invoice to the person who is to approve.
Approve receipts belonging to projects
This is also a permission that is set at company level. Project managers can then approve or reject expenses that project members have reported on the projectâs category.
If an expense is tagged with several projects, both project managers will see the expense. If, on the other hand, a journal contains several separate expenses that are tagged with different projects, the project managers will only see the expenses with documents that belong to their projects.