General Description #

Invoice authorization involves reviewing and approving sales invoices by an authorized individual before sending them to the customer. This practice ensures that sales invoices are properly authorized for payment processing, simplifying the accounts payable process and reducing the likelihood of errors or discrepancies.

The invoice authorisation for email can be enabled using the setting “sales invoice authorisation”. Once enabled, the checkbox “allow email” is available on the sales invoice screen. The checkbox allows the users to approve the sales invoice for emailing.

Until the “allow email” checkbox is checked for a sales invoice, the invoice is unauthorised and thus cannot be mailed. However, the preview button is not disabled in such cases. Instead a watermark “SAMPLE” is displayed in the background of the invoice preview when it is not authorised. So if the invoice is not authorised, the user can still preview and print it. However due to the watermark, it cannot be used for printing or emailing.

Additional Information #

The user with access to invoice authorization can only approve sales invoices for emails created by others. The user requires access to the permission “Invoice authorization (email)” to authorise a sale invoice.

The users with this permission are also notified about the sales invoices that are authorised but not mailed or printed yet on the notifications screen.

Please note that if any changes are made to sales invoices after authorization, the invoice does not require authorization again.