other_stuff:invoice_authorization

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other_stuff:invoice_authorization [2019/10/25 18:17] – [Printing invoices which must be authorised] Emily Porrelloother_stuff:invoice_authorization [2023/03/22 22:37] (current) – [Setting up authorisers] Mark Prins
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-{{indexmenu_n>180}} +{{indexmenu_n>140}} 
-====== 22.16. Authorisation ======+====== 26.14. Authorisation ====== 
 +Sometimes it is important that certain critical processes are not carried out until they have been **authorised**.  mSupply allows authorisation to be set according to local needs for:
  
-Sometimes it is important that goods are not distributed to customers or received into stock until such an action has been **authorised**. +  * [[other_stuff:invoice_authorization#purchase_order_authorisation|Purchase orders]] 
 +  * [[other_stuff:invoice_authorization#goods_receipt_authorisation|Goods receipt notes]] 
 +  * [[other_stuff:invoice_authorization#supplier_invoice_authorisation|Supplier invoices]] 
 +  * [[other_stuff:invoice_authorization#customer_invoice_authorisation|Customer invoices]]
  
-mSupply has invoice authorisation functionality to make this possible and allows, for example, a manager to control the processing of invoices.+**Response Requisitions** can be authorised using the remote authurisation app. See the [[other_stuff:remote_authorisation|]] page for details about that.
  
-Authorisation can be set according to local needs for: 
-  * Customer Invoices 
-  * Supplier Invoices 
-  * Request Requisitions 
-  * Response Requisitions 
-  * Purchase Orders 
- 
-Authorisation can either occur within mSupply or externally using the mSupply web authorisation system (see **[[other_stuff:remote_authorisation|Remote authorisation]]**). 
- 
-<WRAP center round important 60%> 
-Invoices can be edited after authorisation but **goods receipt lines cannot be unauthorised** to fix mistakes! Any authorised errors can only be fixed using stock adjustments. 
-</WRAP> 
- 
-<WRAP center round tip 60%> 
-When invoices have to be authorised, they **cannot be confirmed until they are authorised**. Until then: 
-  * Unauthorised invoices are held at suggested (sg) status 
-  * The official invoice cannot be printed 
-  * Goods are not removed from or received into stock 
-</WRAP> 
  
 ===== Configuring mSupply for authorisation ===== ===== Configuring mSupply for authorisation =====
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 Authorisation must be set up for **each store independently**. For each store, you can decide which transaction types require authorisation. Authorisation must be set up for **each store independently**. For each store, you can decide which transaction types require authorisation.
  
-1. Click the **Special** tab, then click **Stores**.+To do this, choose //Special > Show stores// from the menus, double-click on the store you are logged into and click on the //Preferences// tab. Now turn on the authorisation preferences for the transactions you want to be authorised. See the [[other_stuff:invoice_authorization#preferences_tab|26.08. Virtual stores]] page for details on which preferences do what. lick the **Special** tab, then click **Stores**.
  
-2. Double click the store to edit. 
- 
-3. Click the **Preferences** tab.  
- 
-4. Check the boxes to set compulsory authorisation for specific transaction types at that store. 
- 
-5. Click **OK**. 
- 
-{{ :other_stuff:authorisation.png?800 |}} 
- 
-From now on, the transaction types you set the preferences for must be authorised before being confirmed. 
  
 ====Setting up authorisers==== ====Setting up authorisers====
 +Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types.
  
-To use the authorisation module, certain users must be designated as **Authorisers** for each store and transaction type requiring authorisation.+To do this, //File > Edit users// from the menus and double-click on the user (or change the **Show** drop down list to //Group// and double-click on the group of users) you want to designate as an authoriser and give them the //Authorise purchase orders//, //Authorise goods received//, // Authorise customer invoices// or //Authorise supplier invoices// permissions in the appropriate stores.
  
-**Give the user permission to be an authoriser**:+See the [[admin:managing_users|]] page for details on where to find these permissions.
  
-1. Click the **Admin** tab, then click **Edit Users**. Double click on the user to edit. 
  
-2. Go to the **Permissions** tab and the **Permissions (2)** tab and check the boxes that give the user permission to authorise specific transaction types.+===== Supplier invoice authorisation ===== 
 +When the //Supplier invoices must be authorised// store preference is set, new supplier invoices will show an **Authorised** checkbox:
  
-{{ :other_stuff:authorisers_admin_permissions.png?800 |}}+{{ :other_stuff:si_auth.png?600 |}}
  
-{{ :other_stuff:authorisers_admin_permissions2.png?800 |}}+An authoriser must check the **Authorised** checkbox before the supplier invoice can be confirmed (it will be disabled for users who do not have the //Authorise supplier invoices// permission).
  
-3. Click **OK** until you return to the navigator home page.+If the **OK** button is clicked while the **Authorised** box is unchecked, a warning message will appear telling you that unauthorised invoices cannot be confirmed and nothing will happen.
  
-**Allocate authorisers to tasks**:+If you have permission to authorise a supplier invoice, you can also unauthorise it:  
 +  * If the invoice has a new (//nw//) status then it has not been entered into stock. If you unauthorise it, users can edit it and and you will still control the process of authorisation before the goods are entered into stock.  
 +  * If the invoice is confirmed (//cn//), the goods have already been entered into stock. If you unauthorise it, users will be able to edit it again and any changes users make will affect stock levels immediately. It is good practice, therefore, to only unauthorise a confirmed invoice to make changes immediately and the reauthorise it straightaway.
  
-4. Click on **Special > Show Authorisers**.+<WRAP center round tip 60%> 
 +When supplier invoices have to be authorised, they **cannot be confirmed until they are authorised**. Until then: 
 +  * Unauthorised invoices are held at suggested (sg) status. 
 +  * The official invoice cannot be printed. 
 +  * Goods are not received into stock. 
 +</WRAP>
  
-5. Click the **Plus** button in the **Store** column.+===== Customer invoice authorisation ===== 
 +When the //Customer invoices must be authorised// store preference is set, new customer invoices will show an **Authorised** checkbox:
  
-{{ :other_stuff:authorisers_store.png?800 |}}+{{ :other_stuff:ci_auth.png?600 |}}
  
-6. Choose the store to allocate authorisers to and click **OK**.+An authoriser must check the **Authorised** checkbox before the customer invoice can be confirmed. The **Authorised** checkbox will be disabled for users without permission to authorise.
  
-7. Select the store from the list, then click the **Plus** button in the **Record Type** column.+If the **OK** button is clicked while the **Authorised** checkbox is unchecked, a warning message will appear stating that unauthorised invoices cannot be confirmed and nothing will happen.
  
-{{ :other_stuff:authorisers_record_type.png?800 |}}+<WRAP center round tip 60%> 
 +When customer invoices have to be authorised, they **cannot be confirmed until they are authorised**. Until then: 
 +  * Unauthorised invoices are held at suggested (sg) status. 
 +  * The official invoice cannot be printed. 
 +  * Goods are not removed from stock. 
 +</WRAP>
  
-8. Choose the type of transaction to allocate authorisers. Select from Customer Invoices, Supplier Invoices, Request Requisitions or Response Requisitions and click **OK**. 
  
-9. Select the record type from the list, then click **Default** to allow authorisation for all sub types. Alternatively, click the **Plus** button in the **Sub Type** column to create further specifications (e.g. if certain users can authorise customer invoices for some facilities only).+===== Goods receipt authorisation ===== 
 +When the //Goods received lines must be authorised// store preference is set, a new Authorised column will be displayed and will contain a checkbox for each goods receipt line. It looks like this:
  
-{{ :other_stuff:authorisers_default_addnew.png?800 |}}+{{ :other_stuff:authorisation_goods_receipt.png?600 |}}
  
-10. In the **Authorisers** section, click the **Plus** button to add authorisers for that specific transaction type (and sub type) in that specific store. You will only be able to allocate users that have permission to be authorisers (steps 1 - 3).+Users who have the //Authorise goods received// permission turned on can check the //Authorised// checkbox for each line that is authorised. When the goods received note is finalised, only lines that are authorised will be added to the supplier invoice to be received into stock. The unauthorised lines will remain on the finalised goods received note as a permanent record of what was actually received but not authorised.
  
-{{ :other_stuff:authorisers_added.png?800 |}}+<WRAP info center round 90%> 
 +Any unauthorised goods received note lines do not count towards stock received against purchase orders or on goods received notes so they can be received again at a later date if they are resent by your supplier. 
 +</WRAP> 
  
-===== Supplier invoice authorisation ===== +Users who have the //Authorise goods received// permission turned on may also leave a comment in the **Authorisation comment** field to record anything that needs to be noted.
-When the **Supplier invoices must be authorised** store preference is set, new supplier invoices will contain an **Authorised** checkbox.+
  
-An authoriser must check the **Authorised** box before the supplier invoice can be confirmed. +<WRAP center round important 60%> 
-  * The **Authorised** box will be disabled for users without permission to authorise. +Invoices can be edited after authorisation but **goods receipt lines cannot be unauthorised** to fix mistakes! Any authorising errors can only be fixed using stock adjustments.
-  * If the **OK** button is clicked while the **Authorised** box is //unchecked//, a warning message will appear stating that unauthorised invoices cannot be confirmed and nothing will happen. +
- +
-{{ :other_stuff:si_auth.png?600 |}} +
-<WRAP center round tip 60%> +
-If you have permission to authorise a supplier invoice, you can also **unauthorise** it.  +
-  * If the invoice has a **new (nw)** status then it has not been entered into stock. If you unauthorise it, users can edit it and and you will still control the process of authorisation before the goods are entered into stock.  +
-  * However, if the invoice is **confirmed (cn)**, the goods have already been entered into stock. If you unauthorise it, any changes users make will affect stock levels **immediately**, even though the invoice is not authorised.  +
-  * Therefore, only unauthorise a confirmed invoice to make immediate changes yourself, then immediately reauthorise it. +
-  * Alternatively, if goods have not been issued, you can delete the lines off the invoice (and optionally delete the whole invoice) and require users to enter a new invoice to receive the stock. The normal authorisation process will then apply to the new invoice.+
 </WRAP> </WRAP>
  
 +===== Purchase order authorisation =====
 +When the //Purchase orders must be authorised// store preference is set, new purchase orders will show an **Authorised** checkbox:
  
 +{{ :purchasing:purchase_order_authorise.png?600 |}}
  
-===== Customer invoice authorisation ===== +<WRAP center round important 60%> 
-When the **Customer invoices must be authorised** is set, new customer invoices will contain an **Authorised** checkbox.+  * An unauthorised purchase order can still be confirmed and have goods receipted against it so it is not as restrictive as authorisation on customer or supplier invoices.  
 +  * However, an unauthorised purchase order will print with an //Unauthorised// watermark across it. An authorised purchase order will print without the watermark. 
 +</WRAP>
  
-An authoriser must check the **Authorised** box before the customer invoice can be confirmed. 
-  * The **Authorised** box will be disabled for users without permission to authorise. 
-  * If the **OK** button is clicked while the **Authorised** box is //unchecked//, a warning message will appear stating that unauthorised invoices cannot be confirmed and nothing will happen. 
  
-{{ :other_stuff:ci_auth.png?600 |}} 
  
-===== Purchase order authorisation ===== +===== Monitoring authorisations =====
-When the **Purchase order must be authorised** store preference is set, new purchase orders will contain an **Authorised** checkbox. +
- +
-An unauthorised purchase order **can** still be confirmed and have goods receipted against it so it is not as restrictive as, for example, a customer invoice or supplier invoice.  +
- +
-{{ :purchasing:purchase_order_authorise.png?600 |}}+
  
-However, an unauthorised purchase order will print with an **Unauthorised** watermark across it. An authorised purchase order will print without the watermark.+=== Printing unauthorised invoices === 
 +When an invoice is **not** authorised, it will print with a clear **Unauthorised** watermark. Authorised invoices will print without the watermark. 
 +{{ :issuing_goods:ci_unauth_repo.png?650 }}
  
  
 +=== Viewing authorisation logs ===
 +mSupply records the authorisation and unauthorisation of invoices and creates a record every time the authorisation status of an invoice changes. 
  
-==== View authorisation logs ==== +To view the records, click the **Log** tab of an invoice.
-mSupply records the authorisation and unauthorisation of invoices and creates a log record every time the authorisation status of an invoice changes. To view the log records click on the log tab of an invoice, as shown in the screenshot below.+
  
 {{ :issuing_goods:authorised_log.png?650 }} {{ :issuing_goods:authorised_log.png?650 }}
  
-You can also view all logs from **Special > View log...**. See [[tables:foreign_keys|here]] for details.+Advanced users can also view all logs by going to **Special > [[tables_fields:foreign_keys|View log...]]**
  
-// Previous: [[foreign_currency_transactions|Foreign currency transactions]]     Next: [[misc_labels|Miscellaneous labels]]//+\\ 
 +\\ 
 +|  //  Previous:  **[[other_stuff:using_remote_client]]** | | Next: **[[other_stuff:remote_authorisation]]** //  |
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  • Last modified: 2019/10/25 18:17
  • by Emily Porrello