[[other_stuff:invoice_authorization]]

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other_stuff:invoice_authorization [2019/10/25 17:55]
Emily Porrello [Supplier invoice authorisation]
other_stuff:invoice_authorization [2020/01/07 01:05] (current)
Lou Lomas ↷ Links adapted because of a move operation
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 Authorisation can be set according to local needs for: Authorisation can be set according to local needs for:
-  * Customer ​Invoices +  * Customer ​invoices 
-  * Supplier ​Invoices +  * Supplier ​invoices 
-  * Request Requisitions +  * Goods receipt 
-  * Response Requisitions +  * Purchase ​orders
-  * Purchase ​Orders+
  
 Authorisation can either occur within mSupply or externally using the mSupply web authorisation system (see **[[other_stuff:​remote_authorisation|Remote authorisation]]**). Authorisation can either occur within mSupply or externally using the mSupply web authorisation system (see **[[other_stuff:​remote_authorisation|Remote authorisation]]**).
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 When the **Supplier invoices must be authorised** store preference is set, new supplier invoices will contain an **Authorised** checkbox. 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 finalised.+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.   * 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 unconfirmed ​invoices cannot be confirmed and nothing will happen.+  * 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 |}} {{ :​other_stuff:​si_auth.png?​600 |}}
-==== Unauthorising supplier invoices and inventory additions ==== +<WRAP center round tip 60%> 
-If you have permission to authorise ​an invoice, you can also unauthorise it.  +If you have permission to authorise ​a supplier ​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. +  ​* ​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>​ 
  
-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 ===== ===== Customer invoice authorisation =====
-With the //Customer invoices must be authorised// store preference ​set, newly created ​customer invoices will look like this: +When the **Customer invoices must be authorised** is set, new customer invoices 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 customer invoice can be confirmed. 
-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 will be disabled for users without permission to authorise. 
-{{ :issuing_goods:ci_unauth_repo.png?650 }}+  * 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 |}} 
 + 
 +===== Goods receipt authorisation ===== 
 +When the **Goods received lines must be authorised** store preference is set, each new goods receipt line will contain ​an **Authorised** checkbox. 
 + 
 +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. 
 +  * The **Authorised** box and comments will be disabled for users without permission to authorise. 
 + 
 +{{ :other_stuff:authorisation_goods_receipt.png?600 |}}
  
-As soon as the invoice is authorised it will print normally without the unauthorised watermark. ​ 
  
 ===== Purchase order authorisation ===== ===== 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** authorised, it will print with a clear **Unauthorised** watermark. Authorised invoices will print without the watermark.
 +{{ :​issuing_goods:​ci_unauth_repo.png?​650 }}
 +
  
-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: 2019/10/25 17:55
  • by Emily Porrello