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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.

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
  • Request Requisitions
  • Response Requisitions
  • Purchase Orders

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.

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

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.

From now on, the transaction types you set the preferences for must be authorised before being confirmed.

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.

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.

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.

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).

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).

With the Supplier invoices must be authorised store preference set, your newly created supplier invoices will look like this: 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 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.

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.

With the Customer invoices must be authorised store preference set, newly created customer invoices will look like this: 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.

When an invoice is not authorised an attempt to print it will produce an invoice with an 'Unauthorised' watermark, just like this:

As soon as the invoice is authorised it will print normally without the unauthorised watermark.

Purchase Orders can also be authorised - refer to Authorising Purchase Orders.

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.

You can also view all logs from Special > View log…. See here for details.

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  • Last modified: 2019/10/25 15:24
  • by Emily Porrello