Authorise transactions

Use this to authorise purchase invoices and credit notes entered directly to the Purchase Ledger. (This is separate to the authorisation process available for your purchase orders.)

You can set authorisation for purchase invoices or credit notes above a specified value on the Processing tab of Purchase Ledger settings.

An invoice or credit note requires authorisation if the Requires Authorisation option is selected when the transaction is entered.

The transaction is assigned an unauthorised query flag (U). Once saved, the transaction is posted to the default nominal account for Unauthorised Purchases. If an Unauthorised purchases default nominal account is not specified, the invoice value is posted to the suspense account.

Until the invoice or credit note is authorised, you cannot:

• Allocate a payment to an unauthorised invoice.
• Allocate an unauthorised credit note to an invoice.
• Reverse an unauthorised invoice or credit note.

Once the purchase transactions are authorised, postings are automatically reversed from the unauthorised purchases account and posted to the appropriate nominal accounts.

You select the transactions to authorise by supplier account.

Use the Unauthorised Transactions report to see all transactions that require authorisation the Purchase Ledger before you start this process.

• The unauthorised query flag is removed from the transaction.

• The nominal expense account (for profit and loss) is debited with the goods value according to the nominal analysis, and a corresponding double-entry is posted (credit) to the default nominal account for unauthorised purchases (for the balance sheet).

• You must have chosen to use Invoice authorisation in the Purchase Ledger settings Processing tab.