Hello,We have been struggling for a long time with our authorization rules from purchase to pay.We do have authorization rules today to ensure that the responsible for our code dimensions combinations approves a purchase or invoice before it’s processed.Therefore, we have rules on the requisitions where it is possible to set this up. We also have the same combination rules on invoice postings to catch invoices without a connection to a PR or where we have difference between invoice and PR.Some problems• It’s time-consuming to administer two sets of rules.• We do not have the same control of purchase orders without PR.Does anyone have a suggestion for us to improve? I think we are able to change the way of setting up rules. The needs the business have today is to let the responsible for the budgeting per code combination approve what purchases we make or what invoices we pay. Please share your examples. How do you ensure the right person authorize in a complex business? :)

Hello, thanks for your reply.We have that setting active but in many scenarios we do not have a purchase order/requisition for the invoice so there is nothing to inherit. Therefore, as I understand it, we must have set ups for the invoice workflow as well when the invoice has no order number reference?PO Orderscan not be based on pre posting combinations as I see it, It does only trigger from below settings. It’s only possible for requisitions. There is notpossible to use these rules when just creating a Puchase order right?If you look at the Purchase Order Authorization Rules. There is no possibility to use Pre postings.Regards,Johan

Best pracitce for P2P authorizations

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@NPGIFSJOMAII not sure I understood exactly what the struggle is, but let me try and offer 2 ideas.

If you don’t want to maintain 2 sets of rules for PR Authorization and Invoice Authorization, you have the option to inherit the Approvers from PR into the Invoice Approval:

Why do you say you don’t have control over POs without PR. You could use PO Authorization Rules.

Hello, thanks for your reply.

We have that setting active but in many scenarios we do not have a purchase order/ requisition for the invoice so there is nothing to inherit. Therefore, as I understand it, we must have set ups for the invoice workflow as well when the invoice has no order number reference?
PO Orders can not be based on pre posting combinations as I see it, It does only trigger from below settings. It’s only possible for requisitions. There is not possible to use these rules when just creating a Puchase order right?
If you look at the Purchase Order Authorization Rules. There is no possibility to use Pre postings.

Regards,

Johan

@NPGIFSJOMAII OK got it now.

OK, if you have invoices without POs for sure you need the invoice authorization workflow setup to catch those invoices and make sure someone approves them.

Yes, prepostings can’t be used in PO auth rule. If you want to have PR and PO rules work by the same coordinates, then you would need to build your rules around Buyers / Suppliers / Projects as only those are the common datapoints

I wasn’t of too much help here, but the additional information you have provided could prove helpful for someone to help you out.

@Marcel.Ausan Ok, thanks anyway :)

I think several companies may have the same problem. Approving a purchase or invoice should in many cases be done on the same premises. So why isn't there the possibility of having a central regulatory framework for this. Especially given that there is a functionality to inherit an approval from pre-posted purchase..

regards,

Johan

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