Establish Authority to approve Expense Claims

Setting Security Roles for approving Expense Claims.

Introduction

Add a New Security Role for Expense approver

Assign Security Role to Approving User

Authorise Security Role for Expense Card Group or Expense Card


Introduction

When Users enter expense claims, the expenses are then reviewed and approved by an approver or manager.

The ability to approve expenses is determined by a Security Role set either at Card Group level or at at individual Expense Card level.

This allows flexibilty in which Expense Cards an approver can view and approve. You can set one Security Role to assign to all Card Groups, or you can set separate Security Roles to assign to each separate Card Group.

If the Security Role is assigned at Card Group level, then anyone with that Security Role can view and approve all expenses for that Card Group.

If you require a greater level of granularity, you can set up and assign separate Security Roles to each individual Expense Card. This restricts the access of the approving User to see only the Expense Cards that they have authorisation for. However, this approach is more detailed and does require more maintenance.

Note: You must have the required Security Roles to be able to add New Security Roles, (User Maintenance Security Role) and authorise them for Expense Card Groups and Expense Cards, (Expense Administrator).

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Add a New Security Role for Expense approver

To create a new Security Role:

  • Go to Administration > Security Roles.
  • Click New Security Role.

 

In the Create New Security Role screen:

  • Code: Add a Code for the Security Role.
  • Description: Add a Description.
  • Active: Must be flagged as Yes.
  • Click Confirm.
  • Click Save.

 

 

Refer to Security Groups and Security Roles for further information.

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Assign Security Role to Approving User

Now the new Security Role can be assigned to the User/s who will be approving expenses.

This can be done from the above screen where you have created the new Security Role.

  • Go to Administration > Security Roles.
  • Select the Security Role you require.
  • Click the Users tab.

    In the Quick Add User on the right of the screen:

    • Select the User to assign this Security Role to.
    • Click Add User to Security Role.
    • Click Save and Close, or click Close, if you wish to add more Users.

     

     

    Refer to Assign Security Role to Users for more on adding Security Roles to Users.

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    Authorise Security Role for Expense Card Group or Expense Card

    Now you can authorise the Security Role for the Expense Card Group, or for an Expense Card.

     

    Tip:

    If you set the Authorise Security Role at Card level, then you do not need to set it at Card Group level.

    However, if you set the Security Role at both Card Group level and at Card level, then the Security Role at Card level is used in preference to the Security Role that is set on the Card Group that this Card belongs to.

    Authorise Security Role for an Expense Card Group:

    • Go to Expense > Card Groups.
    • Select the Card Group that you wish to edit.
    • Go to the Authorise Security Role field and select the new Security Role that you wish to set.
    • Click Confirm.


    Authorise Security Role for an Expense Card:

    • Go to Expense > Card.
    • Select the Card that you wish to edit.
    • Go to the Authorise Security Role field and select the new Security Role that you wish to set.
    • Click Confirm.

     

    Refer to Expense Cards and Card Groups for more information about Expense cards and Card Groups

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    Last updated: 21 March 2022.