Approving transactions by row
The posting row specific approval is a license feature. Posting row specific processing means that posting rows are approved individually, which is possible for purchase invoices and travel claims.
The processing step is defined as posting row specific by selecting Row Specific in the Approval required setting of the Workflow steps screen. There can be two steps that must be processed specifically by row.
Default processors are assigned for the posting row specific processing step in the same way as for the other processing steps. Additionally, you can specify default processors for posting dimension values for the row-specific step in the function > Posting Dimension Values.
- In order to be able to define default processors for posting dimensions, you must select the posting dimension in the Organization structure with the Processor for a Posting Row setting. By selecting No Selection default processors cannot be defined for posting dimensions, instead the processors must be added manually to the posting rows of the transaction.
- The posting dimensions must be specified on the company level, so that default processors can be saved for them.
- Default processors are specified separately for purchase invoices and travel claims.
Only default processors received from a posting dimension can be automatically attached to a posting row. Other default processors can be attached manually to posting rows, or the processors can post the transaction during processing. You can select processors for a row manually in the posting row's Processors column. A posting row can only have one processor for each processing step. Row specific processors can only be assigned to expense rows, i.e., not for tax entries or counter-entries.
To approve a posting row, select one or more posting rows for approval. After this the selected rows will be approved with the Approve Selected button. Similarly you can discard the selected rows with the Discard Selected button. The Discard Selected button will request a comment regarding the reason for discarding the selected rows and it will then remove, from the discarded rows, the processor who discarded the rows.
While processing a transaction, the processor of a transaction can edit, on the task list, only those posting rows for which he/she is the processor.
The transaction will not be transferred to the next processing step before all the posting rows have been approved in the step. If the posting is not completed, the last processor cannot approve the transaction. In this case you must form a separate posting for the missing part and assign it to someone for processing, or leave the processor blank for this row if the user cannot approve the row himself/herself.