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other_stuff:invoice_authorization [2019/10/25 18:17] – [Printing invoices which must be authorised] Emily Porrello | other_stuff:invoice_authorization [2022/12/20 02:41] – [Purchase order 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. | ||
- | |||
- | 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==== | ====Setting up authorisers==== | ||
+ | Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types. | ||
- | To use the authorisation module, certain | + | 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 // |
- | **Give | + | See the [[admin:managing_users|]] page for details on where to find these permissions. |
- | 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. | + | ===== Supplier invoice authorisation ===== |
+ | When the //Supplier invoices must be authorised// | ||
- | {{ : | + | {{ : |
- | {{ : | + | An authoriser must check the **Authorised** checkbox before the supplier invoice can be confirmed (it will be disabled for users who do not have the //Authorise supplier invoices// permission). |
- | 3. Click **OK** | + | If the **OK** |
- | **Allocate authorisers | + | If you have permission |
+ | | ||
+ | | ||
- | 4. Click on **Special > Show Authorisers**. | + | <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. | ||
+ | </ | ||
- | 5. Click the **Plus** button in the **Store** column. | + | ===== Customer invoice authorisation ===== |
+ | When the //Customer invoices must be authorised// | ||
- | {{ : | + | {{ : |
- | 6. Choose | + | An authoriser must check the **Authorised** checkbox before the customer invoice can be confirmed. The **Authorised** checkbox will be disabled for users without permission to authorise. |
- | 7. Select the store from the list, then click the **Plus** button | + | If the **OK** button |
- | {{ :other_stuff: | + | <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. | ||
+ | </ | ||
- | 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 | + | ===== Goods receipt authorisation ===== |
+ | When the //Goods received lines must be authorised// | ||
- | {{ : | + | {{ : |
- | 10. In the **Authorisers** section, click the **Plus** button to add authorisers | + | 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. | ||
+ | </ | ||
- | ===== Supplier invoice authorisation ===== | + | 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. |
- | 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. | + | <WRAP center round important |
- | * The **Authorised** box will be disabled for users without permission to authorise. | + | Invoices |
- | * 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 | + | |
- | | + | |
- | * Therefore, only unauthorise a confirmed invoice | + | |
- | * Alternatively, | + | |
</ | </ | ||
+ | ===== Purchase order authorisation ===== | ||
+ | When the //Purchase orders must be authorised// | ||
+ | {{ : | ||
- | ===== Customer invoice authorisation ===== | + | <WRAP center round important 60%> |
- | When the **Customer invoices must be authorised** | + | * An unauthorised purchase order can still be confirmed and have goods receipted against it so it is not as restrictive as authorisation on customer |
+ | * However, an unauthorised purchase order will print with an // | ||
+ | </ | ||
- | 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. | ||
- | * If the **OK** button is clicked while the **Authorised** box is // | ||
- | {{ : | ||
- | ===== Purchase order authorisation | + | ===== Monitoring authorisations |
- | 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 | + | === Printing |
+ | When an invoice is **not** authorised, it will print with a clear **Unauthorised** watermark. | ||
+ | {{ : | ||
+ | === 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]] | + | \\ |
+ | \\ | ||
+ | | | ||
---- struct data ---- | ---- struct data ---- | ||
+ | pagestatus.status | ||
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