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other_stuff:invoice_authorization [2019/10/25 18:07] – [Supplier invoice authorisation] Emily Porrello | other_stuff:invoice_authorization [2022/07/14 00:29] – [26.14. Authorisation] Mark Glover | ||
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- | {{indexmenu_n> | + | {{indexmenu_n> |
- | ====== | + | ====== |
+ | Sometimes it is important that certain critical processes are not carried out until they have been **authorised**. | ||
- | 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 | + | **Response Requisitions** can be authorised using the remote authurisation app. See the [[other_stuff: |
- | Authorisation can be set according to local needs for: | ||
- | * Customer Invoices | ||
- | * Supplier Invoices | ||
- | * Request Requisitions | ||
- | * Response Requisitions | ||
- | * Purchase Orders | ||
- | |||
- | Authorisation can either occur within mSupply or externally using the mSupply web authorisation system (see **[[other_stuff: | ||
- | |||
- | <WRAP center round important 60%> | ||
- | 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. | ||
- | </ | ||
- | |||
- | <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 | ||
- | </ | ||
===== Configuring mSupply for authorisation ===== | ===== Configuring mSupply for authorisation ===== | ||
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Authorisation must be set up for **each store independently**. For each store, you can decide which transaction types require 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**. | + | To do this, choose //Special > Show stores// from the menus, double-click on the store you are logged into and click on the // |
- | 2. Double click the store to edit. | ||
- | 3. Click the **Preferences** tab. | + | ====Setting up authorisers==== |
+ | Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types. | ||
- | 4. Check the boxes to set compulsory authorisation for specific transaction types at that store. | + | 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. |
- | 5. Click **OK**. | + | See the [[admin: |
- | {{ : | ||
- | From now on, the transaction types you set the preferences for must be authorised | + | ===== Supplier invoice authorisation ===== |
+ | When the //Supplier invoices | ||
- | ====Setting up authorisers==== | + | {{ : |
- | To use the authorisation module, certain users must be designated as **Authorisers** for each store and transaction type requiring authorisation. | + | An authoriser |
- | **Give the user permission to be an authoriser**: | + | If the **OK** button is clicked while the **Authorised** box is unchecked, a warning message will appear telling you that unauthorised invoices cannot be confirmed and nothing will happen. |
- | 1. Click the **Admin** tab, then click **Edit Users**. Double click on the user to edit. | + | 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 | ||
+ | | ||
- | 2. Go to the **Permissions** tab and the **Permissions | + | <WRAP center round tip 60%> |
+ | When supplier invoices have to be authorised, they **cannot be confirmed until they are authorised**. Until then: | ||
+ | | ||
+ | | ||
+ | | ||
+ | </ | ||
- | {{ :other_stuff: | + | ===== Customer invoice authorisation ===== |
+ | When the //Customer invoices must be authorised// | ||
- | {{ : | + | {{ : |
- | 3. Click **OK** until you return | + | An authoriser must check the **Authorised** checkbox before the customer invoice can be confirmed. The **Authorised** checkbox will be disabled for users without permission |
- | **Allocate authorisers to tasks**: | + | 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. |
- | 4. Click on **Special > Show Authorisers**. | + | <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. | ||
+ | </ | ||
- | 5. Click the **Plus** button in the **Store** column. | ||
- | {{ :other_stuff: | + | ===== Goods receipt authorisation ===== |
+ | When the //Goods received lines must be authorised// | ||
- | 6. Choose the store to allocate authorisers to and click **OK**. | + | {{ : |
- | 7. Select | + | Users who have the //Authorise goods received// permission turned on can check the // |
- | {{ : | + | <WRAP info center round 90%> |
+ | Any unauthorised goods received note lines do not count towards stock received against purchase orders or on goods received notes so they can be received again at a later date if they are resent by your supplier. | ||
+ | </ | ||
- | 8. Choose | + | 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. |
- | 9. Select the record type from the list, then click **Default** to allow authorisation | + | <WRAP center round important 60%> |
+ | Invoices can be edited after authorisation | ||
+ | </ | ||
- | {{ :other_stuff: | + | ===== Purchase order authorisation ===== |
+ | When the //Purchase orders must be authorised// | ||
- | 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). | + | {{ : |
- | {{ : | + | An unauthorised purchase order can still be confirmed and have goods receipted against it so it is not as restrictive as authorisation on, for example, customer or supplier invoices. |
- | ===== Supplier invoice authorisation ===== | + | However, an unauthorised purchase order will print with an // |
- | When the **Supplier invoices must be authorised** store preference is set, new supplier invoices | + | |
- | 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 // | ||
- | {{ : | + | ===== Monitoring authorisations ===== |
- | <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, | + | |
- | </ | + | |
- | + | === Printing unauthorised invoices | |
- | + | When an invoice is **not** authorised, it will print with a clear **Unauthorised** watermark. Authorised | |
- | ===== Customer invoice authorisation ===== | + | |
- | When the **Customer invoices must be authorised** is set, new customer invoices | + | |
- | + | ||
- | An authoriser must check the **Authorised** box before the customer invoice can be confirmed. | + | |
- | * The **Authorised** box will be disabled for users without | + | |
- | * If the **OK** button is clicked while the **Authorised** box is // | + | |
- | + | ||
- | {{ : | + | |
- | ==== Printing invoices which must be authorised ==== | + | |
- | When an invoice is not authorised an attempt to print it will produce an invoice with an ' | + | |
{{ : | {{ : | ||
- | As soon as the invoice is authorised it will print normally without the unauthorised watermark. | ||
- | |||
- | ===== 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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+ | pagestatus.status | ||
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