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other_stuff:invoice_authorization [2019/10/25 15:24] – Emily Porrello | other_stuff:invoice_authorization [2019/11/05 14:51] – Emily Porrello | ||
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Authorisation can be set according to local needs for: | Authorisation can be set according to local needs for: | ||
- | * Customer | + | * Customer |
- | * Supplier | + | * Supplier |
- | * 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: | ||
<WRAP center round important 60%> | <WRAP center round important 60%> | ||
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===== Supplier invoice authorisation ===== | ===== Supplier invoice authorisation ===== | ||
- | With the //Supplier invoices must be authorised// store preference set, your newly created | + | When the **Supplier invoices must be authorised** store preference |
- | {{ : | + | |
- | Notice | + | An authoriser must check the **Authorised** |
+ | * 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 | ||
+ | |||
+ | {{ : | ||
+ | <WRAP center round tip 60%> | ||
+ | If you have permission to authorise | ||
+ | * If the invoice has a **new (nw)** status | ||
+ | * 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, | ||
+ | </ | ||
- | ==== Unauthorising supplier invoices and inventory additions ==== | ||
- | If you have permission to authorise an invoice, you can also unauthorise it. | ||
- | If the invoice has status " | ||
- | Alternatively, | ||
===== Customer invoice authorisation ===== | ===== Customer invoice authorisation ===== | ||
- | With the //Customer invoices must be authorised// store preference | + | When the **Customer invoices must be authorised** is set, new customer invoices will contain an **Authorised** checkbox. |
- | {{ : | + | |
- | Again, notice the //Authorised// checkbox | + | |
- | ==== Printing invoices which must be authorised | + | An authoriser must check the **Authorised** box before the customer invoice can be confirmed. |
- | When an invoice is not authorised | + | * The **Authorised** box will be disabled for users without permission to authorise. |
- | {{ :issuing_goods:ci_unauth_repo.png?650 }} | + | * If the **OK** button is clicked while the **Authorised** box is // |
+ | |||
+ | {{ : | ||
+ | |||
+ | ===== Goods receipt authorisation ===== | ||
+ | When the **Goods received lines must be authorised** store preference is set, each new goods receipt line will contain | ||
+ | |||
+ | An authoriser must check the **Authorised** box before the goods receipt can be confirmed. They may also leave an **Authorisation comment** for each line. | ||
+ | * The **Authorised** box 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. | ||
+ | |||
+ | {{ : | ||
+ | |||
+ | 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. | ||
+ | {{ : | ||
+ | |||
- | 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: |
- | // Previous: [[foreign_currency_transactions|Foreign currency transactions]] | + | \\ |
+ | \\ | ||
+ | | | ||
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