other_stuff:invoice_authorization

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other_stuff:invoice_authorization [2021/10/15 13:56] – [Customer invoice authorisation] Gary Willettsother_stuff:invoice_authorization [2023/03/22 22:37] (current) – [Setting up authorisers] Mark Prins
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-{{indexmenu_n>170}} +{{indexmenu_n>140}} 
-====== 26.15. 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: 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:
  
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   * [[other_stuff:invoice_authorization#customer_invoice_authorisation|Customer invoices]]   * [[other_stuff:invoice_authorization#customer_invoice_authorisation|Customer invoices]]
  
-Requisitions can be authorised using the remote authurisation app. See the [[other_stuff:remote_authorisation|]] page for details about that.+**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%> 
-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> 
- 
-<WRAP center round tip 60%> 
-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 ===== ===== Configuring mSupply for authorisation =====
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 Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types. Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types.
  
-To do this, choose to //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 //Authroise supplier invoices// permissions in the appropriate stores.+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. See the [[admin:managing_users|]] page for details on where to find these permissions.
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   * 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 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.   * 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 ===== ===== Customer invoice authorisation =====
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 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. 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 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>
  
  
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 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. 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>
  
 ===== 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. +When the //Purchase orders must be authorised// store preference is set, new purchase orders will show 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 |}} {{ :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.+<WRAP center round important 60%> 
 +  * 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.  
 +  * However, an unauthorised purchase order will print with an //Unauthorised// watermark across it. An authorised purchase order will print without the watermark. 
 +</WRAP> 
  
  
  • Last modified: 2021/10/15 13:56
  • by Gary Willetts