Purchase order authorisation notifications

Sage 200 automatically creates a message (notification) informing the people involved in authorising purchase orders when a purchase order requires authorisation. This makes sure that orders are authorised on time. It also allows an authoriser to let the order originator know when an order is queried.

Note: Notifications do not appear as a pop up message or icon in Sage 200. To check notifications, you can set up email notifications, or view notifications in the Purchase Order Notifications workspace.

The notifications are created automatically in the following circumstances:

Stage of the order process Notification sent to
A purchase order requiring authorisation is raised and the originator is not the order taker.

Authoriser

Originator
A purchase order is queried by the authoriser. Originator
A purchase order is amended.

Authoriser

Originator
Goods are over-received for an order and the order requires authorisation. Originator

You can:

  • View all notification messages from the Purchase Order Notifications workspace.
  • View notifications relating to orders you have requested or entered. These can be viewed from the My Unauthorised Purchase Orders workspace.
  • View notifications relating to orders you are required to authorise. These can be viewed from the Purchase Order Authorisation workspace.
  • View all notifications related to a specific order. These can be viewed from the Purchase Document Enquiry workspace.
  • Create a notification.
  • Send and receive the notifications as email messages.

What do you want to do?

View notifications

Open: Purchase Order Processing > Order Processing > Purchase Order Notification.

  1. Select the purchase order that you want to view.
  2. The details of a notification are displayed in the lower panel.
  1. Select the purchase order that you want to view.
  2. Select the Notifications List from the lower right pane drop-down list. The details of the notification are displayed.
  1. Use the check boxes to select the purchase order that you want to view.
  2. Select Actions > Notifications.
  1. Select the purchase order that you want to view.
  2. Select Notifications from the lower pane drop-down list. The details of the notification are displayed.

Create a notification

  1. Use the check boxes to select the purchase order you want to view from the Purchase Order Notifications, Purchase Order Authorisation, My Unauthorised Purchase Orders or workspace.
  2. Select Actions > Notifications > New Notification.

  3. Enter the details:

    From

    Select the Sage 200 user that the message was sent from. This displays the Sage 200 user logon name in the From column of the list of notifications.

    To

    From the drop-down list, select the Sage 200 user logon name for the person you are sending the message to.

    Due Date

    If required, enter a due date for your email message.

    Subject

    Enter a subject line for the message.

    Message

    Enter the message text.
  4. Click Save.

Send and receive notifications as email messages

Open: System Administration > Messaging > E-mail settings.

  1. To enter or change your email settings, click Edit.

  2. Enter your email Server Information details.

    • We recommend that you enable Server requires secure connection (SSL), to use a secure HTTPS connection to your email server.

  3. Enter the E-Mail Details:

    • From: This is the email address displayed as the From address for all purchase order notifications.

    • Reply To: This is the email address used as the Reply address for all purchase order notifications.

    Tip: To test the email server settings, enter an email address in the Send E-Mail To box, then click Send. A test email message is sent to the address specified

  4. To save your settings, click OK.

Open: System Administration > Messaging > Purchase Order Authorisation.

  1. To use email notifications for your purchase orders, click Edit.
  2. To activate email notifications for purchase order authorisation, select Use Email Notifications
  3. To add a link to the Self Service web app, select Include Remote Authorisation link in Email.
  4. Click OK.

Open: System Administration > Users.

  1. Right-click on the user and choose Properties.
  2. Select the General tab.
  3. To allow this user to receive email messages, select Receive notifications by Email.
  4. Select the User Details tab.
  5. Enter the user's Email address.
  6. To save the changes, click OK.
See also

Other tasks

Purchase order authorisation rules

Authorise purchase orders

Purchase Order Notifications

Overview

Purchase order authorisation

Reference

Questions: Purchase Order Authorisation

Troubleshooting purchase order email notifications

How to use the Self Service web app