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other_stuff:invoice_authorization [2019/11/05 14:51] – 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 | ||
- | * 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%> | ||
- | 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 |
- | {{ : | ||
- | |||
- | 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%> | <WRAP center round tip 60%> | ||
- | If you have permission | + | When customer invoices |
- | * If the invoice has a **new (nw)** status | + | * Unauthorised invoices are held at suggested |
- | * However, if the invoice | + | * The official |
- | * Therefore, only unauthorise a confirmed invoice to make immediate changes yourself, then immediately reauthorise it. | + | * Goods are not removed from stock. |
- | * Alternatively, | + | |
</ | </ | ||
+ | ===== Goods receipt authorisation ===== | ||
+ | When the //Goods received lines must be authorised// | ||
- | ===== Customer invoice authorisation ===== | + | {{ : |
- | When the **Customer invoices must be authorised** is set, new customer invoices will contain an **Authorised** checkbox. | + | |
- | An authoriser must check the **Authorised** box before | + | Users who have the //Authorise goods received// |
- | * The **Authorised** box will be disabled for users without | + | |
- | * If the **OK** button is clicked while the **Authorised** box is //unchecked//, a warning message will appear stating | + | |
- | {{ : | + | <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. | ||
+ | </ | ||
- | ===== Goods receipt authorisation ===== | + | Users who have the //Authorise goods received// permission turned on may also leave a comment in the **Authorisation comment** |
- | When the **Goods | + | |
- | + | ||
- | An authoriser must check the **Authorised** box before the goods receipt can be confirmed. They may also leave an **Authorisation comment** | + | |
- | * The **Authorised** box will be disabled for users without permission to authorise. | + | |
- | + | ||
- | {{ : | + | |
+ | <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. | ||
+ | </ | ||
===== Purchase order authorisation ===== | ===== Purchase order authorisation ===== | ||
- | When the **Purchase | + | When the //Purchase |
- | + | ||
- | 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. | + | <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. | ||
+ | </ | ||
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{{ : | {{ : | ||
- | Advanced users can also view all logs by going to **Special > [[tables: | + | Advanced users can also view all logs by going to **Special > [[tables_fields: |
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