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other_stuff:invoice_authorization [2019/09/04 15:17] – ↷ Links adapted because of a move operation lou | other_stuff:invoice_authorization [2020/01/07 01:05] – ↷ Links adapted because of a move operation lou | ||
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- | ===== Authorisation ===== | + | ====== 22.16. |
+ | Sometimes it is important that goods are not distributed to customers or received into stock until such an action has been **authorised**. | ||
- | 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. |
+ | |||
+ | Authorisation can be set according to local needs for: | ||
+ | * Customer invoices | ||
+ | * Supplier invoices | ||
+ | * Goods receipt | ||
+ | * Purchase orders | ||
+ | |||
+ | Authorisation can either occur within mSupply or externally using the mSupply web authorisation system (see **[[other_stuff: | ||
<WRAP center round important 60%> | <WRAP center round important 60%> | ||
- | While invoices | + | Invoices |
</ | </ | ||
- | |||
<WRAP center round tip 60%> | <WRAP center round tip 60%> | ||
- | When invoices have to be authorised, | + | When invoices have to be authorised, they **cannot be confirmed until they are authorised**. Until then: |
+ | * Unauthorised | ||
+ | * The official invoice | ||
+ | * Goods are not removed from or received | ||
+ | </ | ||
+ | ===== 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. | ||
+ | |||
+ | 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. | ||
+ | |||
+ | ====Setting up authorisers==== | ||
+ | |||
+ | 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, | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | 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). | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | ===== Supplier invoice authorisation ===== | ||
+ | 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 confirmed. | ||
+ | * The **Authorised** box will be disabled for users without permission to authorise. | ||
+ | * If the **OK** button is clicked while the **Authorised** box is // | ||
+ | |||
+ | {{ : | ||
+ | <WRAP center round tip 60%> | ||
+ | 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. | ||
+ | * 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**, | ||
+ | * Therefore, only unauthorise a confirmed invoice to make immediate changes yourself, then immediately reauthorise it. | ||
+ | * Alternatively, | ||
</ | </ | ||
- | ==== Configure mSupply for 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: | ||
- | * Click on the **Special> | ||
- | {{ : | ||
- | * 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 | + | ===== Customer invoice |
- | With the // | + | When the **Customer |
- | {{ : | + | |
- | Notice the **Authorised** checkbox | + | |
- | === Unauthorising Supplier invoices and inventory additions === | + | An authoriser must check the **Authorised** box before the customer invoice can be confirmed. |
- | If you have permission to authorise | + | * The **Authorised** box will be disabled for users without |
- | If the invoice has status " | + | |
- | Alternatively, | + | {{ : |
- | ==== Customer Invoice | + | ===== Goods receipt |
- | With the //Customer invoices | + | When the **Goods received lines must be authorised** store preference |
- | {{ : | + | |
- | Again, notice the //Authorised// checkbox | + | |
- | ==== Printing invoices which must be authorised ==== | + | An authoriser |
- | When an invoice is not authorised an attempt | + | * The **Authorised** box and comments will be disabled for users without permission |
- | {{ : | + | |
- | As soon as the invoice is authorised it will print normally | + | {{ : |
+ | |||
+ | |||
+ | ===== 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. | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | However, an unauthorised purchase order will print with an **Unauthorised** watermark across it. An authorised purchase order will print without | ||
+ | |||
+ | |||
+ | ===== Monitoring authorisations ===== | ||
+ | |||
+ | === Printing unauthorised invoices === | ||
+ | When an invoice is **not** | ||
+ | {{ : | ||
- | ==== Purchase Order Authorisation ==== | ||
- | Purchase Orders can also be authorised - refer to [[purchasing: | + | === 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** |
- | mSupply records the authorisation and unauthorisation of invoices and creates a log record every time the authorisation status of an invoice changes. | + | |
{{ : | {{ : | ||
- | You can also view all logs from **Special > View log...**. See [[tables: | + | Advanced users can also view all logs by going to **Special > [[tables_fields: |
- | // Previous: [[foreign_currency_transactions|Foreign currency transactions]] | + | \\ |
+ | \\ | ||
+ | | | ||
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