Invoice and order user permissions

You can set up Sage 200 so that you can control which users can see or edit certain parts of your sales orders and invoices. These permissions can be changed at any time. By default, permissions are not set for any user.

Find this screen

Open: Sales Order Processing > SOP Utilities > System Set Up > User Permissions.

Open: Invoicing > Invoicing Utilities > System Set Up > User Permissions.

How to

Set permissions for a user

Click Add to enter permissions for the first time or Edit to change existing permissions.
Choose the user and select the appropriate check boxes:

Allow the user to view the profit on invoices and orders

Select View profit values on invoices and orders.

This enables the Invoice Profit and Line Profit buttons when:

Enter and amending sales orders, pro formas and quotes.
Viewing invoices.

See Sales order profit and Invoice profit.

Allow the user to view discounts

Select View discount calculations on invoice and order lines.

The user can select the View discounts button on the order or order line and see which discounts have been applied to the order.

This could be a combination of a quantity discount, line discount and customer discount. This adds a Discounts button to a sales order.

See Checking the discounts on orders and invoices.

Allow the user to override credit hold

Select Override credit hold on invoices and orders.

The user can choose to remove the On Hold status which is applied when the customer's account balance is above its credit limit.

The value of unposted sales orders and invoices are included when calculating this.

See About setting credit limits.

Allow the user to change prices and discounts

Select Override prices and discounts on invoices and order lines.

The user can change the selling price or line discounts.

Prices are taken from:

Invoice and order item records.
Additional charge records.
For stock items - taken from the price set for this customer for the selected stock item in Price Book.

The default line discount is set on the customer's account. If this default line discount is manually overridden, then the discount entered is applied in preference to stock item or product group discounts.

Allow the user to change fulfilment method (sales orders only)

Select Override default stock fulfilment method on order lines.

The user can change the fulfilment method set on the stock item, when entering sales orders.

This is where you choose how stock is allocated to a sales order: from your warehouse, ordered from the supplier and sent directly to the customer, or ordered from the supplier and sent to you.

You set a default method at product group and stock item level.

See About back to back orders (sales orders only).

Allow the user to change how free text lines and service/labour stock items are despatched (sales orders only)

Select Override default confirmation method on order lines.

This allows the user to change the confirmation method from the default, when entering sales orders

The default is set on the SOP settings.

Allow the user to change the cost price

Select Override stock item unit cost price on invoice and order lines.

This allows the user to change the cost price of the stock item.

You can only do this for stock items that use the FIFO and Actual costing methods.

Changing the cost price on an invoice or order only affects the estimated profit for that invoice or order. The cost price of the item at despatch (sales orders) or post (invoices) is used to calculate the realised profit. It doesn't change the cost price on the stock item.

See About invoice and order profit.

Allow the user to create purchase orders from sales orders

Select Generate purchase orders from sales orders

Sales orders only - The user can create a purchase order for certain stock items, when they entered on purchase orders.

This places a Generate PO button on the order. If this isn't set, then these purchase orders must be created using the Generate Orders option in POP.

See About back to back orders (sales orders only).

Set a default warehouse

Choose a default warehouse for the user when they enter different types of orders and invoices.

This sets the warehouse in the By default supply from box when the user enters orders and invoices, and the warehouse in the By default return to box when the user enters returns and credit notes.

Set a default warehouse if you want the warehouse to be automatically selected for that user, so they choose stock items from a particular warehouse first. Just leave this blank if you don't want to set a default, so that user must select the warehouse.

See When to set a default warehouse.

Useful Info

Checking the discounts on orders and invoices

You can use the View Discounts button on orders and invoices to check which discount has been applied to a line or the whole invoice or order. You can choose here which users are allowed to see these discounts.

These discounts could be one of the following;

A line discount

This is deducted from the net value of an item line.

If your customer gets the same discount for every invoice item, you can set a default on their account. The discount is automatically added every time an item line is added.

You can choose here whether to allow users to change this discount.
A product group discount.

This is a discount that you've set for all items belonging the same product group. You set this up in the Price Book module.
A stock item discount.

This is a discount you've set on the product item. You set this up in the Price Book module.

How the discounts are applied

Discounts are applied the following order:

Manually entered discounts, where you've overridden the default. This is applied even when the manual discount is less than the other discounts.
The best discount between the product discount, group or item, and line discount.

About invoice and order profit

When entering invoices and sales orders (plus quotes and pro formas), you can see the profit your made on the whole invoice or order and per line. The profit is calculated on a line by line bases and doesn't include invoice and order discounts.

Two profit values are calculated:

Estimated - calculated when the invoices and sales orders are entered.
Realised:
- For invoices - calculated when invoices are posted.
- For sales orders - calculated when goods are despatched.

How the profit is calculated?

This depends on the costing method used for the stock item and the profit calculation method set in the Stock settings.

The profit percentage is calculated using:

The sale value for each order line. This is the selling price multiplied by the line quantity.
The cost value for each line. This is the cost price multiplied by line quantity.

You decide how you want this percentage profit to be calculated on the Stock Control Settings | Options tab:

If you have chosen:

Calculate as percentage of revenue.

The profit percentage is calculated in the following way:

100 * (issue value - cost value) / (issue value).
Calculate as percentage of cost.

The profit percentage is calculated in the following way:

100 * (issue value - cost value) / (cost value).

See an example

You sell 5 items with a cost price of £10 each (£50) and a sale price of £15 each (£75).

Profit calculation method	Profit
Percentage of revenue	100 * (75 - 50) / 75 = 33%
Percentage of cost	100 * (75 - 50) / 50 = 50%

See Sales order profit and Invoice profit.

About setting credit limits

You can set a credit limit on a customer's account to help you control the customer's debt.

When the customer's account balance is more than their credit limit, any invoices or orders that are entered for the customer are automatically put on hold.

If you want some of users to be able to override this, then you must set the permission here. Once set the user will see a warning when entering the order or invoice and they can choose to continue to save it without it being put on hold.

When to set a default warehouse

On invoices or orders (including pro formas and quotes), you can choose to only pick items that are stored in a particular warehouse or branch.

This can be useful if you want to make sure staff to pick item a specific warehouse. For example, you might want to set this, if you have several branches and you want your staff to only sell items available from their branch.

If you set a default warehouse per user here, then this warehouse is automatically selected each time the user enters an invoice or order, or a return or credit note. The user can still change the warehouse when necessary on individual orders, invoices, returns or credit notes.

When the default warehouse is set on the invoice or order (By default supply from), the list of stock items is automatically filtered to only show stock items stored in that warehouse.

About back to back orders (sales orders only)

This is where goods are ordered directly from a supplier, to fulfil a sales order. If you order goods in this way, you can set up Sage 200 so that purchase orders are created directly when certain goods are entered on a sales order. The stock is automatically allocated to the sales order, when the goods are received, ready for despatch.

To create back to back orders:

Stock items must have:
- A preferred supplier.
- Their fulfilment method set to From Supplier Via Stock or Direct To Customer.
Add the stock items to a sales order.
Choose to create the purchase order:
- Use Save and Generate PO button on the sales to create a purchase order for the relevant goods on this sales order.
- Use the Generate Purchase Orders option in POP, to create purchase orders for the relevant goods on all sales orders.

See Back-to-back sales orders.

Troubleshooting

Can't see a user?

If a user is not shown on the user permissions list, that just means that they haven't had any permissions set for them yet. Just click Add to include them and set their permissions.
If a user isn't shown when you click Add, this is probably because they haven't been given access to this company. You do this in the System Administration application.

What happens when

Permissions are set or removed

Changes in a user's permissions will take effect the next time the user enters an invoice or order (and pro forma and quote). Existing invoices and orders are not affected.