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--- other_stuff:invoice_authorization [2019/10/16 19:59] – Emily Porrello
+++ other_stuff:invoice_authorization [2023/03/22 22:37] (current) – [Setting up authorisers] Mark Prins
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+{{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:
+  * [[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]]
-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.
+**Response Requisitions** can be authorised using the remote authurisation app. See the [[other_stuff:remote_authorisation|]] page for details about that.
-<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.
+===== 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 //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**.
+====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:managing_users|]] page for details on where to find these permissions.
+===== Supplier invoice authorisation =====
+When the //Supplier invoices must be authorised// store preference is set, new supplier invoices will show an **Authorised** checkbox:
+{{ :other_stuff:si_auth.png?600 |}}
+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 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>
+===== Customer invoice authorisation =====
+When the //Customer invoices must be authorised// store preference is set, new customer invoices will show an **Authorised** checkbox:
+{{ :other_stuff:ci_auth.png?600 |}}
+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%>
-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 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>
+===== 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:authorisation_goods_receipt.png?600 |}}
+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.
+<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>
+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.
 </WRAP>
-==== 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 the store preferences to make authorisation compulsory:
+When the //Purchase orders must be authorised// store preference is set, new purchase orders will show an **Authorised** checkbox:
-  * 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:
+{{ :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// store preference set, your newly created supplier invoices will look like this:
+  * 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.
-{{ :issuing_goods:si_auth.png?650 }}
+  * However, an unauthorised purchase order will print with an //Unauthorised// watermark across it. An authorised purchase order will print without the watermark.
-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.
+</WRAP>
-=== Unauthorising supplier invoices and inventory additions ===
-If you have permission to authorise an invoice, you can also unauthorise it.
-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.
-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.
-==== Customer invoice authorisation ====
+===== Monitoring authorisations =====
-With the //Customer invoices must be authorised// store preference set, newly created customer invoices will look like this:
-{{ :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 ====
+=== Printing unauthorised invoices ===
-When an invoice is not authorised an attempt to print it will produce an invoice with an 'Unauthorised' watermark, just like this:
+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 }}
-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: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 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 }}
-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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