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other_stuff:invoice_authorization [2021/10/15 13:48] – Gary Willetts | other_stuff:invoice_authorization [2023/03/22 22:37] (current) – [Setting up authorisers] Mark Prins | ||
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- | {{indexmenu_n> | + | {{indexmenu_n> |
- | ====== 26.15. Authorisation ====== | + | ====== 26.14. Authorisation ====== |
Sometimes it is important that certain critical processes are not carried out until they have been **authorised**. | Sometimes it is important that certain critical processes are not carried out until they have been **authorised**. | ||
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* [[other_stuff: | * [[other_stuff: | ||
- | Requisitions can be authorised using the remote authurisation app. See the [[other_stuff: | + | **Response |
- | <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 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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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 | + | 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 |
See the [[admin: | See the [[admin: | ||
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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 contain | + | When the //Supplier invoices must be authorised// store preference is set, new supplier invoices will show 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 // | + | |
{{ : | {{ : | ||
+ | |||
+ | 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). | ||
+ | |||
+ | 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. | ||
+ | |||
+ | 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. | ||
+ | * 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. | ||
+ | |||
<WRAP center round tip 60%> | <WRAP center round tip 60%> | ||
- | If you have permission | + | When supplier 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 received into stock. |
- | * Alternatively, | + | |
</ | </ | ||
+ | ===== Customer invoice authorisation ===== | ||
+ | When the //Customer invoices must be authorised// | ||
+ | {{ : | ||
- | ===== Customer invoice authorisation ===== | + | An authoriser must check the **Authorised** checkbox before the customer |
- | When the **Customer invoices must be authorised** is set, new customer | + | |
- | An authoriser must check the **Authorised** box before the customer invoice can be confirmed. | + | If the **OK** button is clicked while the **Authorised** |
- | * The **Authorised** box will be disabled for users without permission to authorise. | + | |
- | * If the **OK** button is clicked while the **Authorised** | + | <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. | ||
+ | </ | ||
- | {{ : | ||
===== 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. | ||
+ | </ | ||
===== 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. | ||
+ | </ | ||