Workshop Configuration: Overriding the Invoice Authority Code Requirement

In the Navigator system, you may encounter a prompt asking for an Authority Code when trying to invoice a job that has no technician time recorded against it. This is a security feature designed to ensure that no labour or parts are invoiced without being accounted for by a technician, unless specifically authorised.

Why the Authority Code is Required

The system prompts for this code because a specific security setting has been enabled in your workshop configuration. If an authority code is defined in the setup, Navigator will block the completion of an invoice for any job with zero clockings until a valid code is entered.

How to Amend or Remove the Authority Code

If you wish to change the code or remove the requirement entirely so that you can invoice jobs without clockings freely, follow these steps:

• Access General Setup: Navigate to the main menu and select Setup.

• Open Workshop Settings: Select General Setup and then click on the Workshop tab.

• Locate the Invoicing Rule: Look for the field labelled "Allow invoicing with no technician clocked".

• Update the Setting:

  • To keep the requirement: You can view or change the current alpha-numeric code in this box.

  • To remove the requirement: Clear the text box completely so it is blank.

• Save: Press the Save or Confirm button to apply the changes.

Key Considerations

• Audit Trail: Removing the code simplifies the invoicing process but reduces the oversight on why jobs are being sent out without recorded labour.

• Process Compliance: Many dealerships keep this enabled to ensure Service Advisors are prompted to check if a technician simply forgot to clock on, or if the job was truly a "no-labour" event (such as a parts-only invoice or a goodwill gesture).