other_stuff:invoice_authorization

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other_stuff:invoice_authorization [2021/10/15 13:54] – [Supplier invoice authorisation] Gary Willettsother_stuff:invoice_authorization [2023/03/22 22:37] (current) – [Setting up authorisers] Mark Prins
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-{{indexmenu_n>170}} +{{indexmenu_n>140}} 
-====== 26.15. Authorisation ======+====== 26.14. Authorisation ======
 Sometimes it is important that certain critical processes are not carried out until they have been **authorised**.  mSupply allows authorisation to be set according to local needs for: Sometimes it is important that certain critical processes are not carried out until they have been **authorised**.  mSupply allows authorisation to be set according to local needs for:
  
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   * [[other_stuff:invoice_authorization#customer_invoice_authorisation|Customer invoices]]   * [[other_stuff:invoice_authorization#customer_invoice_authorisation|Customer invoices]]
  
-Requisitions can be authorised using the remote authurisation app. See the [[other_stuff:remote_authorisation|]] page for details about that.+**Response Requisitions** can be authorised using the remote authurisation app. See the [[other_stuff:remote_authorisation|]] page for details about that.
  
-<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. 
-</WRAP> 
- 
-<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 
-</WRAP> 
  
 ===== Configuring mSupply for authorisation ===== ===== Configuring mSupply for authorisation =====
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 Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types. Certain users must be designated as authorisers for each store by giving them permissions to authorise different transaction types.
  
-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.+To do this, //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 //Authorise supplier invoices// permissions in the appropriate stores.
  
 See the [[admin:managing_users|]] page for details on where to find these permissions. See the [[admin:managing_users|]] page for details on where to find these permissions.
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 ===== Supplier invoice authorisation ===== ===== Supplier invoice authorisation =====
-When the **Supplier invoices must be authorised** store preference is set, new supplier invoices will show an **Authorised** checkbox:+When the //Supplier invoices must be authorised// store preference is set, new supplier invoices will show an **Authorised** checkbox:
  
 {{ :other_stuff:si_auth.png?600 |}} {{ :other_stuff:si_auth.png?600 |}}
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   * If the invoice is confirmed (//cn//), the goods have already been entered into stock. If you unauthorise it, users will be able to edit it again and any changes users make will affect stock levels immediately. It is good practice, therefore, to only unauthorise a confirmed invoice to make changes immediately and the reauthorise it straightaway.   * If the invoice is confirmed (//cn//), the goods have already been entered into stock. If you unauthorise it, users will be able to edit it again and any changes users make will affect stock levels immediately. It is good practice, therefore, to only unauthorise a confirmed invoice to make changes immediately and the reauthorise it straightaway.
  
-===== Customer invoice authorisation ===== +<WRAP center round tip 60%> 
-When the **Customer invoices must be authorised** is set, new customer invoices will contain an **Authorised** checkbox.+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. 
 +</WRAP>
  
-An authoriser must check the **Authorised** box before the customer invoice can be confirmed. +===== Customer invoice authorisation ===== 
-  * The **Authorised** box will be disabled for users without permission to authorise. +When the //Customer invoices must be authorised// store preference is set, new customer invoices will show an **Authorised** checkbox:
-  * If the **OK** button is clicked while the **Authorised** box is //unchecked//, a warning message will appear stating that unauthorised invoices cannot be confirmed and nothing will happen.+
  
 {{ :other_stuff:ci_auth.png?600 |}} {{ :other_stuff:ci_auth.png?600 |}}
 +
 +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.
 +
 +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.
 +
 +<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.
 +</WRAP>
 +
  
 ===== Goods receipt authorisation ===== ===== Goods receipt authorisation =====
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 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. 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.
  
- +<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. 
 +</WRAP>
  
 ===== 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. +When the //Purchase orders must be authorised// store preference is set, new purchase orders will show 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. +
  
 {{ :purchasing:purchase_order_authorise.png?600 |}} {{ :purchasing:purchase_order_authorise.png?600 |}}
  
-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. 
 +</WRAP> 
  
  
  • Last modified: 2021/10/15 13:54
  • by Gary Willetts