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other_stuff:invoice_authorization [2019/10/16 19:58] – [Configure mSupply for Authorisation] Emily Porrello | other_stuff:invoice_authorization [2023/03/22 22:37] (current) – [Setting up authorisers] Mark Prins | ||
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- | {{indexmenu_n> | + | {{indexmenu_n> |
- | ===== 22.16. Authorisation ===== | + | ====== 26.14. Authorisation ====== |
+ | Sometimes it is important that certain critical processes are not carried out until they have been **authorised**. | ||
+ | * [[other_stuff: | ||
+ | * [[other_stuff: | ||
+ | * [[other_stuff: | ||
+ | * [[other_stuff: | ||
- | Sometimes it is important that goods are not distributed to customers or receipted into stock until such an action has been authorised. | + | **Response Requisitions** can be authorised |
- | <WRAP center round important | + | |
- | While invoices | + | ===== Configuring mSupply for authorisation ===== |
+ | ====Turning on authorisation==== | ||
+ | Authorisation must be set up for **each store independently**. For each store, you can decide which transaction types require authorisation. | ||
+ | |||
+ | To do this, choose //Special > Show stores// from the menus, double-click on the store you are logged into and click on the // | ||
+ | |||
+ | |||
+ | ====Setting up authorisers==== | ||
+ | Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types. | ||
+ | |||
+ | 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. | ||
+ | |||
+ | See the [[admin: | ||
+ | |||
+ | |||
+ | ===== Supplier invoice authorisation ===== | ||
+ | When the //Supplier invoices must be authorised// | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | 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). | ||
+ | |||
+ | 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. | ||
+ | |||
+ | 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. | ||
+ | |||
+ | <WRAP center round tip 60%> | ||
+ | When supplier | ||
+ | * Unauthorised invoices are held at suggested (sg) status. | ||
+ | * The official invoice cannot | ||
+ | * Goods are not received into stock. | ||
</ | </ | ||
+ | ===== Customer invoice authorisation ===== | ||
+ | When the //Customer invoices must be authorised// | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | 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. | ||
+ | |||
+ | 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. | ||
<WRAP center round tip 60%> | <WRAP center round tip 60%> | ||
- | When invoices have to be authorised, | + | When customer |
+ | * Unauthorised | ||
+ | * The official invoice | ||
+ | * Goods are not removed from stock. | ||
+ | </ | ||
+ | |||
+ | ===== Goods receipt authorisation ===== | ||
+ | When the //Goods received lines must be authorised// | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | Users who have the //Authorise goods received// permission turned on can check the // | ||
+ | |||
+ | <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. | ||
+ | </ | ||
+ | |||
+ | 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. | ||
+ | |||
+ | <WRAP center round important 60%> | ||
+ | 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. | ||
</ | </ | ||
- | ==== Configure mSupply for authorisation ==== | + | ===== Purchase order authorisation |
- | You can set the authorisation of customer and supplier invoices and Goods Receipt Lines independently. You do it by setting | + | When the //Purchase orders must be authorised// |
- | * Click on the **Special> | + | {{ :purchasing:purchase_order_authorise.png?600 |}} |
- | {{ :other_stuff:authorisation.png?650 |}} | + | |
- | * Finally, click on the //OK// button to close the window and save the preferences. From now on, the invoice types you set the preferences for must be authorised before being confirmed. | + | |
- | ==== Supplier Invoice authorisation ==== | + | <WRAP center round important 60%> |
- | With the //Supplier invoices must be authorised// | + | * 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 |
- | Notice the **Authorised** checkbox at the bottom left of the window. If you click the //OK// button button with this checkbox unchecked, you will get a warning message telling you that unconfirmed invoices cannot be confirmed and nothing will happen. If you have the permission set to allow you to authorise invoices (see [[admin: | + | </ |
- | === Unauthorising Supplier invoices and inventory additions === | ||
- | If you have permission to authorise an invoice, you can also unauthorise it. | ||
- | If the invoice has status " | ||
- | Alternatively, | ||
- | ==== Customer Invoice authorisation | + | ===== Monitoring authorisations ===== |
- | With the //Customer invoices must be authorised// | + | |
- | {{ : | + | |
- | Again, notice the // | + | |
- | ==== Printing invoices | + | === Printing |
- | When an invoice is not authorised | + | When an invoice is **not** authorised, it will print with a clear **Unauthorised** watermark. Authorised invoices will print without the watermark. |
{{ : | {{ : | ||
- | As soon as the invoice is authorised it will print normally without the unauthorised watermark. | ||
- | |||
- | ==== Purchase Order Authorisation ==== | ||
- | Purchase Orders can also be authorised - refer to [[purchasing: | + | === 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** |
- | mSupply records the authorisation and unauthorisation of invoices and creates a log record every time the authorisation status of an invoice changes. | + | |
{{ : | {{ : | ||
- | You can also view all logs from **Special > View log...**. See [[tables: | + | Advanced users can also view all logs by going to **Special > [[tables_fields: |
- | // Previous: [[foreign_currency_transactions|Foreign currency transactions]] | + | \\ |
+ | \\ | ||
+ | | | ||
---- struct data ---- | ---- struct data ---- | ||
+ | pagestatus.status | ||
---- | ---- | ||