Approve and Authorise supplier invoices

A guide on how to approve and authorise supplier invoice in Kleer

supplier invoices

How to approve and authorise supplier invoice in Kleer

For approval and authorisation of supplier invoices in Kleer it is possible to use an automated authorisation process or distribute the invoice manually.

This guide is addressed to employees in companies that are using the automated authorisation process.

A supplier invoice route through Kleer

Approval

The first step in handling a supplier invoice is approval.

This step is usually done by the person who has bought something for the company. A check to make sure what has been ordered also has been delivered according to agreement.

All users in Kleer can be approvers.

You approve a supplier invoice by clicking on the Approve button visible at the bottom of the invoice page.

Change approver

If you have incorrectly received an invoice for approval you can choose a new approver by clicking the “Change authorisation workflow” button found at the buttom of the page. Choose a new approver in the drop down and press Save.

Reject an invoice

If you wish to reject an invoice you click on the arrow next to Approve and the alternative “Reject” will be visible. If you reject an invoice it will appear in the overview for users with the permission to administer supplier invoices.

Where do I find the invoices that has been sent to me for approval?

Your supplier invoices to approve is found in the menu under Supplier invoices > Approve/Authorise. On that page there is a filter called “Mine to approve”. Please note that different permissions show different filters.

Authorise

Once the approval has been made the invoice will be sent to the the first person in the authorisation workflow for authorisation.

This step is usually done by persons who have the right to accept a cost in the company. They assure that the amount is within budget and that they are willing to accept the cost.

Only users with the permission “Finance Manager” or “Authorise own and my team’s supplier invoices” are able to authorise supplier invoices.

You authorise an invoice by clikcing the Authorise button visible at the bottom of the invoice page.

The invoice’s way through the authorisation workflow

• The supplier invoice is sent to one person at the time according to the order set up in the chosen authorisation workflow.

• If the user that has approved the invoice is included in the chosen authorisation workflow he/she will be skipped over and the invoice will be sent for authorisation to the next person in line

• In order for the invoice to be fully authorised it is required that minimum two different persons have approved/authorised and that the authoriser has sufficient amount limit.

• The invoice will continue in the authorisation workflow until this is fulfilled. Then it will stop and be fully authorised. Any following persons in the chosen authorisation workflow will not be involved.

Change authorisation workflow

If you have incorrectly received an invoice for approval you can choose a new approver by clicking the “Change authorisation workflow” button found at the buttom of the page. Choose a new authorisation workflow in the drop down and press Save.

Reject an invoice

If you wish to reject an invoice you click on the arrow next to Authorise and the alternative “Reject” will be visible. If you reject an invoice it will appear in the overview for users with the permission to administer supplier invoices.

Where do I find the invoices that has been sent to me for authorisation?

Your supplier invoices to authorise is found in the menu under Supplier invoices > Approve/Authorise. On that page there is a filter called “Mine to authorise”. Please note that different permissions show different filters.