[[other_stuff:invoice_authorization]]

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other_stuff:invoice_authorization [2019/10/16 19:58]
Emily Porrello [Configure mSupply for Authorisation]
other_stuff:invoice_authorization [2020/01/07 01:05] (current)
Lou Lomas ↷ Links adapted because of a move operation
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-===== 22.16. Authorisation =====+====== 22.16. Authorisation ​======
  
 +Sometimes it is important that goods are not distributed to customers or received into stock until such an action has been **authorised**. ​
  
-Sometimes it is important that goods are not distributed to customers or receipted into stock until such an action has been authorised. ​mSupply has invoice authorisation functionality to make this possible and allows, for example, a manager to control the processing of invoices.+mSupply has invoice authorisation functionality to make this possible and allows, for example, a manager to control the processing of invoices
 + 
 +Authorisation can be set according to local needs for: 
 +  * Customer invoices 
 +  * Supplier invoices 
 +  * Goods receipt 
 +  * 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%> <WRAP center round important 60%>
-While invoices ​can be edited after authorisation, once authorised, Goods Receipt Lines cannot be unauthorised to fix mistakes! Any authorised errors can only be fixed using stock adjustments.+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>​
- 
  
 <WRAP center round tip 60%> <WRAP center round tip 60%>
-When invoices have to be authorised, ​it means that they cannot be confirmed until they have been authorised ​i.e. invoices ​without authorisation ​are held at status ​'​sg'​ or suggested. This means the official invoice ​can not be printed ​(and goods taken out of or receipted ​into stock) until the invoice has been authorised.+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 =====
 +====Turning on 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**.
 +
 +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====
 +
 +To use the authorisation module, certain users must be designated as **Authorisers** for each store and transaction type requiring authorisation.
 +
 +**Give the user permission to be an authoriser**:​
 +
 +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.
 +
 +{{ :​other_stuff:​authorisers_admin_permissions.png?​800 |}}
 +
 +{{ :​other_stuff:​authorisers_admin_permissions2.png?​800 |}}
 +
 +3. Click **OK** until you return to the navigator home page.
 +
 +**Allocate authorisers to tasks**:
 +
 +4. Click on **Special > Show Authorisers**.
 +
 +5. Click the **Plus** button in the **Store** column.
 +
 +{{ :​other_stuff:​authorisers_store.png?​800 |}}
 +
 +6. Choose the store to allocate authorisers to and click **OK**.
 +
 +7. Select the store from the list, then click the **Plus** button in the **Record Type** column.
 +
 +{{ :​other_stuff:​authorisers_record_type.png?​800 |}}
 +
 +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).
 +
 +{{ :​other_stuff:​authorisers_default_addnew.png?​800 |}}
 +
 +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).
 +
 +{{ :​other_stuff:​authorisers_added.png?​800 |}}
 +
 +===== Supplier invoice authorisation =====
 +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.
 +  * 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:​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>​
  
-==== Configure mSupply for authorisation ==== 
-You can set the authorisation of customer and supplier invoices and Goods Receipt Lines independently. You do it by setting the store preferences to make authorisation compulsory: ​ 
  
-  * Click on the **Special>​ Show stores..** menu item, click the **Preferences** tab. Now check the appropriate boxes as required. This is shown on the following screenshot: 
-{{ :​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 ==== +===== Customer invoice ​authorisation ​===== 
-With the //​Supplier ​invoices must be authorised// store preference ​set, your newly created supplier ​invoices will look like this:  +When the **Customer ​invoices must be authorised** is set, new customer ​invoices will contain an **Authorised** checkbox.
-{{ :​issuing_goods:​si_auth.png?​650 }} +
-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:​managing_users|here]] for details) then you can click on the //​Authorise//​ checkbox and continue. However, if you do not have the permission set, the //​Authorised//​ checkbox will be disabled and you cannot authorise the invoice. Another user who has the permission must check the box for you before you can proceed.+
  
-=== Unauthorising Supplier invoices and inventory additions === +An authoriser must check the **Authorised** box before the customer invoice can be confirmed. 
-If you have permission to authorise ​an invoice, you can also unauthorise it.  +  * The **Authorised** box will be disabled for users without ​permission to authorise. 
-If the invoice has status "​NW"​ then it has not been entered into stock, and you can allow users to edit it and you will still control ​the process of authorisation before the goods are put into stock. ​//However,// if the invoice is already ​confirmed, the goods have already been entered into stock, ​and 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+  ​* ​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.
  
-Alternatively,​ if goods have not been issued, you can delete the lines off the invoice (and optionally then delete the whole invoice) and require users to enter a new invoice to receive the stock, and the normal authorisation process will apply to the new invoice.+{{ :​other_stuff:​ci_auth.png?600 |}}
  
-==== Customer Invoice ​authorisation ==== +===== Goods receipt ​authorisation ​===== 
-With the //Customer invoices ​must be authorised// store preference set, newly created customer invoices ​will look like this: +When the **Goods received lines must be authorised** store preference ​is set, each new goods receipt line will contain an **Authorised** checkbox.
-{{ :​issuing_goods:​ci_auth.png?​650 }} +
-Again, notice the //Authorised// checkbox ​at the bottom left of the window. This behaves exactly the same as the //​Authorised//​ checkbox on the bottom left of a supplier invoice: the customer invoice cannot be confirmed until this checkbox is saved as checked. And, once again, if you do not have the //Can authorise invoices// permission set, it will be disabled and you will be unable to authorise the invoice; someone else, with the permission set, must do it for you.+
  
-==== Printing invoices which must be authorised ==== +An authoriser ​must check the **Authorised** box before the goods receipt can be confirmed. They may also click on a line and leave an **Authorisation comment** for individual items. 
-When an invoice is not authorised an attempt ​to print it will produce an invoice with an '​Unauthorised'​ watermark, just like this: +  * The **Authorised** box and comments will be disabled for users without permission ​to authorise.
-{{ :​issuing_goods:​ci_unauth_repo.png?650 }}+
  
-As soon as the invoice is authorised it will print normally ​without the unauthorised ​watermark. ​+{{ :​other_stuff:​authorisation_goods_receipt.png?​600 |}} 
 + 
 + 
 +===== Purchase order authorisation ===== 
 +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. 
 + 
 + 
 +===== Monitoring authorisations ===== 
 + 
 +=== Printing unauthorised invoices === 
 +When an invoice is **not** ​authorisedit will print with a clear **Unauthorised** watermark. Authorised invoices will print without the watermark. 
 +{{ :​issuing_goods:​ci_unauth_repo.png?​650 }}
  
-==== Purchase Order Authorisation ==== 
  
-Purchase Orders can also be authorised - refer to [[purchasing:​ordering_from_suppliers#​authorising_purchase_orders|Authorising Purchase Orders]].+=== 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 recordsclick 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|22.15. Using the mSupply remote client]]** | | Next: **[[other_stuff:​remote_authorisation|22.17. Remote authorisation]]** //  |
  • Last modified: 2019/10/16 19:58
  • by Emily Porrello