Establish Authority to Approve Expense Claims

Assigning Authority to Approve Expenses

When managing expense claims in Lentune, the process includes review and approval by designated approvers or managers. The ability to approve expenses is determined by a Security Role, which can be set at the Card Group or individual Expense Card level. This configuration offers flexibility in determining which Expense Cards an approver can access and approve.

As Administrator, you need the Security Roles of ADMIN - System Administrator Access so you can create a new Security Role, and EXPADMIN - Expense Admin Role so you can create and assign the new Security Role to a Card or Card Group.

 

 

To create a new Security Role

• Start at Administration > Security Roles.
• Click on New Security Role.

In the Create New Security Role screen:

• Add a Code for the Security Role.
• Add a Description, e.g. Justin's Expense Approval.
• Set Active to Yes.
• Click Confirm.
• Click Save.

For more details, refer to Security Groups and Security Roles.

 

Assign Security Role to an Approving User

 

Now, you can assign the new Security Role to users responsible for approving expenses. Follow these steps:

• Start at Administration > Security Roles.
• Select the relevant Security Role.
• Click the Users tab.

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

• Select the User to assign this Security Role to.
• Click Add User to Security Role.
• Choose between Save and Close, or Close if you wish to continue adding more Users.

Authorize Security Role for Expense Card Group or Expense Card

Next, you need to link this Security Role you created with the expense card or group.

 

Authorise Security Role for an Expense Card Group

 

• Start at Expense > Card Groups.
• Select the Card Group to edit.
• Access the Authorise Security Role field and choose the new Security Role to assign.
• Click Confirm.

 

Authorise Security Role for an Expense Card

• Start at Expense > Cards.
• Select the Expense Card to edit.
• Access the Authorise Security Role field and select the new Security Role to assign.
• Click Confirm.

You have now linked the Security Role to the user and to the expense card. Therefore the approver will be able to see the appropriate expenses to approve them.

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Last updated: 20 September 2023