With Forward, you hand your approval of a voucher or payment over to another person – for example if it went to the wrong person or you are going to be away. If forwarding does not help, the attestation can be cancelled and the voucher sent again to someone else.
Forwarding – when and how
With Forward, you hand your approval over to another person. Your part is then considered done, and the voucher waits for the person you forwarded it to instead. Forwarding works the same way for vouchers and for payments.
Remember: Everyone who has been added to a voucher or payment must approve it. If only one person should approve, send the voucher to only one person.
When do you need to forward?
The voucher went to the wrong person. You use "One of" and don't know in advance who should approve. Send the voucher to one of you. If it is the wrong person, they forward it to the other.
You cannot assess the voucher. For example if the purchase belongs to a different department or project than yours. Forward it to the person who knows about the purchase.
You are going to be away. If you are going on holiday or will be away, forward the vouchers waiting for you before you leave. Only you can forward your own approvals. If you are already away, see When does forwarding not help? below.
Payments for attestation. If you use payment attestation, the same applies to payments: if a payment went to the wrong person, they forward it.
How to forward
From the voucher:
Open the voucher or payment.
Click the Forward field at the bottom and select the person who should approve instead of you.
Optionally, write a comment in the comment field next to it, e.g. why you are forwarding.
The blue button changes from Approve to Forward. Click it.
From the Approvals module: Click the forward icon on the row. The icon is only shown on vouchers and payments that are waiting for you.
The voucher moves to the Forwarded tab for you, and appears under Awaiting approval for the person you forwarded it to.
Good to know
Forward to only one person. If you select several, all of the people you forward to must approve.
You cannot forward to someone who has already been added to the voucher. They are greyed out in the list.
Only the person who received the voucher can forward it. Nobody else can forward on your behalf.
When does forwarding not help?
The voucher was sent to both (or more) people. Then everyone must approve – and you cannot forward to someone who has already been added. You have two options:
The person who has not approved yet approves as well.
Or: cancel the attestation and send the voucher again to only one person. Note: Approvals that have already been given are lost when the attestation is cancelled.
The attestant is away and has not forwarded. Then the attestation must be cancelled and the voucher sent again to someone else.
Who can cancel an attestation? The person who sent the voucher for attestation, an administrator or an accountant. Open the voucher, click the arrow next to Approve and select Cancel attestation. You can also click the cross on the right of the row in the Approvals module.
Wrong account or amount on a voucher awaiting attestation
While a voucher is awaiting attestation, its voucher lines are locked – including the account and the amount. That is because the lines are what the attestant approves. Most people therefore see the fields greyed out, even if they can otherwise edit vouchers.
Who can change the lines during attestation? Only an attestant the voucher is still waiting for, who has the permission Can change voucher lines during attestation in their access group. Once the attestant has approved or declined, the lines are locked for them too.
How to correct the account when you cannot change the lines
Cancel the attestation (see Who can cancel an attestation? above).
The voucher goes back to the inbox as a draft. Open it and correct the account or amount.
Send the voucher for attestation again.
Note: Approvals that have already been given are lost when the attestation is cancelled, so everyone must approve again.
When should you contact us?
Contact support and specify the company, the voucher type or payment in question, and what you have tried, if:
A user cannot see the attestation button even though attestation is enabled.
A voucher is stuck in "Awaiting attestation" even though everyone under the Attestation tab is shown as Approved.