[[other_stuff:invoice_authorization]]

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other_stuff:invoice_authorization [2019/10/25 18:05]
Emily Porrello [Customer 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 |}}
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 An authoriser must check the **Authorised** box before the customer invoice can be confirmed. An authoriser must check the **Authorised** box before the customer 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.
  
-{{ :issuing_goods:​ci_auth.png?​650 }}+{{ :other_stuff:​ci_auth.png?​600 |}}
  
-==== Printing invoices which must be authorised ​==== +===== Goods receipt authorisation ===== 
-When an invoice is not authorised ​an attempt to print it will produce ​an invoice with an '​Unauthorised'​ watermark, just 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_unauth_repo.png?650 }}+ 
 +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 18:05
  • by Emily Porrello