With the "Extended Release" app, rules can be defined for the maximum amount of certain receipts in Xentral that can be released by employees and to whom the release must be forwarded if the amount is exceeded. The app can speed up the process of a release that needs to be forwarded to a higher authority and simplify the process. The app "Extended Release" is a special module and is available in the App Center.
In the document overview, you can see all documents for which an extended (multi-level) release was requested.
This means that for all the documents listed here, an employee has indeed pressed the release button but needs confirmation from another user for the actual release of the document. The user who clicks the release will then see the message "multi-level release needed" and can request the release with one click.
Via the gray arrow on the right, other employees with the corresponding authorization can confirm a requested release.
For the sake of clarity only those documents are shown that are currently still waiting for a release confirmation. If the documents have then been released by the authorized employee, an entry is created in the 'Log' tab and the document no longer appears in this area.
In order to be able to use the app, the following settings must be made in the Responsibilities area for which employees a limit should apply, for the release of certain documents. The following documents are available: quotation, order, purchase order, credit memo and invoice.
The limitation of the right of release is based on an upper limit of the total amount of the document up to which the employee is allowed to release. For example, the employee Erika Muster is only allowed to release quotations to an amount of 400€. If a quotation exceeds this value the release of the offer must be confirmed by Max Muster.
New release rules can be created via "+ New entry".
Document type → Document for which the rule is to apply
Type of requester → Specify whether this rule should apply to a single employee or a group (with multiple employees in it)
Requester → User or group to which the limit applies
Limit → Threshold of the total amount of the document from which the release must be confirmed multi-level (by the 'releaser')
Type of releaser → Specify whether in this rule only a single employee or a group (with several employees in it) may confirm the requested releases
Releaser → User or group that is allowed to confirm the request for release
E-mail → If this option is enabled, the releaser will automatically receive an e-mail notification as soon as the requestor requests a release that requires confirmation
If several employees are to be stored as requesters or approvers in one rule, users can be added to a group created for this purpose and set the group as 'Requester' or 'Releaser' in the release rule.
Users who are not explicitly included in release rules can still release any document, as long as they have the appropriate right in the user settings. So if Max Muster was set as the only approver for Erika Muster, the head of department (who is not subject to any restriction) can also release the document at any time.
If a requested release has been confirmed by the set releaser or by another authorized employee, an entry is created in the Log area. This makes it possible to check at any time which releases were requested by which users and who granted the release.
In addition to the document type and document numbers, the limits that applied to the requesters are also listed.