Approving Statements
Horizon has an approval process for statements. The advantage of the approval process is that you have a checking system for statements. (For example, Horizon will not let you approve a statement with statement header and line amounts that do not balance.) Once a statement is approved, only authorized staff can make changes to the statement’s information. (For more information on authorizing staff members to approve statements or undo approval, see “Security” in the Acquisitions Setup Guide.)
If you want to minimize the effort in using this feature, authorize all your staff members who can expend money to approve statements, make changes to approved statement headers, or undo approval. (For more information on authorizing staff members to do these tasks, see “Security” in the Acquisitions Setup Guide.) Then follow the steps under Approving Statements in a Batch to approve all unapproved statements at once.
Effects
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Horizon checks the amounts for the statement to make sure they are balanced. If the amounts are balanced, Horizon approves the selected statements. |
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Horizon sets the approval date on the statement record. |
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Horizon approves the selected statements. |
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Horizon disencumbers and expends funds for approved statements for all Spent Events. (For more information, see Spent Event.) |
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If you have prorated any extra charges, Horizon disencumbers and expends the funds for prorated amounts. |
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Horizon disables the Invoice, Candidates, Approve, and Prorate buttons on the Statement window so that you cannot add any lines to the statement. |
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Horizon does not let you change any fields relating to budgets or balancing. However, you can edit certain fields in the statement header after approval if your passkey allows you to do so. (For more information, see Editing an Approved Statement Header.) |
Constraints
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Horizon will not approve a statement if the statement header amounts and statement line amounts are not balanced. This means that you must specify a budget for all extra charges or prorate them. |
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