Journey B, part 5: The administrator sets who signs off a tax return

Steps

1. 1

   Open Organisation settings

   Select your initial at the top right of the screen to open the account menu, then choose Organisation settings.

   • Select Account menu
   • Select Organisation settings
2. 2

   Open Access control, then Approval policies

   Select Access control. It holds the organisation structure, roles, who holds them, and the approval policies. Select the Approval policies tab. Every action that needs an approval is listed on the left, each marked Default until you save a rule of your own.

   • Select Access control
   • Select Approval policies
3. 3

   Select File a VAT or CT return

   Select File a VAT / CT return, where CT is corporate tax. The line under the heading states the default: one approver who holds Tax, Returns, Approve on the same entity, with strict maker and checker. Strict means nobody approves a record they created or edited.

4. 4

   Choose Self-approval with justification

   Here is the practical problem. To see a return on screen you must compute it, and computing it records you as a preparer. Under the strict rule, every person who could file would be refused. So choose Self-approval with justification: the preparer may approve their own step, but only with a written reason, which is flagged in the audit log and on access reviews.

5. 5

   Add a second step

   One step would now let one person prepare and file alone. Select Add step. In the new step's name, type Finance sign-off. Approver needs stays on Tax, Returns, Approve, held over the same entity, with one approval needed.

   • Select Add step
   • Type Step name: Finance sign-off

   

6. 6

   Check that each step needs a different person

   Scroll up to the switches. A different person for each step is on, so whoever approves step one cannot approve step two. Policy active is on. Together, the two steps mean a return is filed only when the preparer and a second person have both signed.

7. 7

   Select Save policy

   Scroll down and select Save policy. The policy is saved for the whole organisation, and the action in the list on the left now shows 1 saved.

   • Select Save policy
8. 8

   Open People and assignments and select the finance manager

   The second signer must be able to open the return. The Finance manager role does not include tax returns, so select the People and assignments tab and select Rashid Karim. His one role, Finance manager on Meridian Souq Trading, is listed.

   • Select People & assignments
9. 9

   Select Grant a role and choose the role and the place

   Select Grant a role. The person is already filled in. In Role choose Tax manager. In Where choose Meridian Souq Trading LLC, so the role applies to this one company and not to the whole organisation.

   • Select Grant a role
   • Select Choose a role
   • Select Whole organisation
   • Choose Meridian Souq Trading LLCHead office
10. 10

    Give the reason and select Grant

    Leave Read-only off and the validity dates empty, which means no time limit. In Reason, say why; the reason is kept with the grant. Select Grant. A message confirms it, and Rashid Karim now holds two roles on the company. Roles marked as privileged would wait for a second administrator; this one takes effect at once.

    • Type Reason: Gives the second sign-off on VAT returns and must be able to open them…
    • Select Grant