Find this screen
Open: Settings > Purchase Orders > POP Requisition Rules.
- Select Add to create a new rule.
Set up the list of authorisers in the Configure authorisers section at the top. These are the people who can authorise the requisitions which match this rule.
Select people in the top left-hand list, then use the Add buttons to include them in the top right-hand list of Authorisers included in the rule.
Note: People will only be displayed in the authorisers list if they have access to the Purchase Requisition Authorisation feature in User Access.
- Add Budget Owner if you want to include the named budget owners of a combined nominal budget. Use this if you use combined budgets, and you want requisitions submitted against a budget to be authorised by that budget's owner.
To include everybody that uses Sage 200cloud, add Anyone.
Note: If you select Anyone, this includes any Sage 200cloud user account as listed in Sage Provisioning Portal, and may include users who are not assigned to this particular company.
Set up the list of requesters in the Configure Requesters section. This rule will only be applied to requisitions which have been submitted by these people.
- Select people in the bottom left-hand list, then use the Add buttons to include them in the bottom right-hand list of Requesters included in the rule.
To include everybody that uses Sage 200cloud, select Anyone.
To save the rule, click OK.
To change an authorisation rule, select the rule and click Edit.
If you edit or delete an authorisation rule, it will not be applied to any existing
The change to your rule will only apply to new requisitions that are submitted for authorisation.
Note: If a person included in the rule no longer has access to the company in Sage 200cloud, they will be displayed as Invalid. You will be asked if you want to remove these users from the rule.
To remove an authorisation rule, select the rule and click Delete.
If you delete a rule, it will not be applied to any existing
If you have set up authorisation rules for purchase orders or requisitions, you can choose alternative authorisers who can authorise an order or requisition on behalf of the original authoriser. This is useful when people are not available due to sickness or holiday.
- An alternative authoriser can view and authorise any order or requisition that can be authorised by the original person (set in the authorisation rule).
- If the alternative authoriser also sets up an alternative, this new authoriser becomes the alternative authoriser for both people.
- If the original person is a Super Authoriser who can authorise any order or requisition, the alternative authoriser does not inherit their permission to view and authorise any order or requisition.
Open: Settings > Purchase Orders > Authorisation Out of Office.
All purchase requisitions must be checked and authorised before being converted to purchase orders. The authorisation rules control who can authorise purchase requisitions submitted by a particular person or for a particular budget.
You can set up the authorisation rule to specify:
- Who can authorise the
requisition(the Authoriser or Authority) , who may also be a budget owner.
- Who will submit the requisition (the Requester), so the rule can apply to requisitions from particular people.
All requisitions for travel need to be authorised by either Catherine or Alan, who are responsible for the travel budget.
- In the combined nominal budget for Travel, Catherine and Alan are added as budget owners.
- A requisition rule is created with [Anyone] as requesters, and [Budget Owner] as authorisers.
- When anyone enters a purchase requisition and selects the Travel combined budget, either Catherine or Alan must authorise the requisition.
All requests from teachers for resources such as books and equipment must be authorised by their department head. You need to set a budget and budget owner for each department such as the Art department.
- Create a combined nominal budget for Art Resources that includes all the nominal expense accounts for your Art department.
- Add the Head or Art as the budget owner.
- Create a requisition rule with your Art teachers as requesters, and [Budget Owner] as the authoriser.
- When a member of the Art staff enters a purchase requisition and selects the Art Resources as the budget, the Head of Art must authorise the requisition.
You can set up authorisation rules so that requisitions for a particular budget must be authorised by that budget owner. When someone enters a requisition, they can choose a budget from a list of your combined nominal budgets.
In your authorisation rule, set the authoriser as the Budget Owner. This means that only those users who have been named as a budget owner for that combined nominal budget can authorise the requisition.
To submit requisitions against a budget, you must first set up your combined nominal budgets.
Combined nominal budgets are used when you want to:
- Set a Sage 200cloud user as a budget owner.
- Group nominal accounts together to report on rolled up totals.
- Set an anticipated budget for a group of nominal accounts. Here you would provide a total budget for the selected nominal accounts that is more than total budgets entered for the accounts. This a good way of recording a budget that you don't want to fully allocate yet. For example, you might have an annual budget of £8000 for art materials but only want to allocate £6000 to the budget owner at the beginning of the year.
If you're a maintained school, your budgets are usually allocated at CFR code level. You might set up combined nominal budgets to group the nominal accounts by CFR categories, to help you track that you've allocated your budget correctly.
If you're an academy, your budgets might be allocated at a department level. You could then set up a combined budget for all expense nominal accounts with the same department code and set the head of department as the budget owner.
The combined nominal budget can be set as a single annual value, for the current year and up to 5 future years.
To add a combined nominal budget, open Nominal > Budgets > Enter New Combined Nominal Budget.
It is a good idea to control who can access to the screens that allow you to set alternative authorisers and set up authorisation rules.
Note: Restricting access to the Maintain Alternative Authorisers screen doesn't stop people setting up an alternative authoriser for themselves, as they can still use the Authorisation Out of Office screen.
To set user access to these screens:
Open: Settings > Organisational and Financial > User Access.
- Choose which users can have access to these features:
Set alternative authorisers for anyone, for both purchase orders and requisitions, using Maintain Alternative Authorisers.
Purchase Order Processing > Administration > POP Alternative Authorisers.
Set purchase requisition authorisation rules.
Purchase Order Processing > Basic > POP Requisition Rules.
If you edit or delete a rule, the change in the rules will not be applied to any existing purchase requisitions retrospectively.
All existing submitted purchase requisitions must be authorised according to their original rules.
The new rules will only be applied to new or amended requisitions when they are submitted.
Note: You can check if a requisition rule has been changed by checking the audit log. Open Purchase Orders > Adjustments > Authorisation Audit Log.
If someone isn't covered by your authorisation rules, then they will not be able to submit any new requisitions for authorisation, and these will instead be saved as drafts.
For example, this could happen if:
- You have set up rules to authorise requisitions from each individual person, but have forgot to include a particular person as a requester.
- You have set up rules to authorise requisitions by budget, but have not specified a budget owner for a particular budget.
All existing submitted purchase requisitions will be covered by their original authorisation rules.
You can choose a Budget Owner as an authoriser. The budget owners can only be set for combined nominal budgets. You can check or amend the owners for the budget.
- To check who are budget owners, open Nominal > Budgets > Combined Nominal Budgets.
- To change the budget owners, open Nominal > Budgets > Amend Combined Nominal Budget.
- To create a combined nominal budget, open Nominal > Budgets > Enter New Combined Nominal Budget.
If you select Anyone as a requester or authoriser, then it will include all valid Sage 200cloud users.
This includes any Sage 200cloud user account as listed in Sage Provisioning Portal, and may include users who are not assigned to this particular company.
If the authoriser or requester name is Invalid, it means that a person who was added to this rule no longer has access to Sage 200cloud.
The configure authorisers list will only show people that already have access to the Purchase Requisition Authorisation workspace.
To check that someone has access to this workspace:
- Settings > Organisational and Financial > User Access.
- Select the user and check that they have access to the feature Purchase Order Processing > Basic > Purchase Requisition Authorisation.
If you submit a requisition but it remains as a draft, it means that there are no authorisation rules which cover your requisition.
If this happens, contact your system administrator and let them know that your requisition can't be authorised.
- You have not been included as a requester in the authorisation rules.
company schoolhas set up rules to authorise requisitions by budget, but have not specified a budget owner for a budget.
You can see if a requisition rule has been changed by checking the audit log. Open Purchase Orders > Adjustments > Authorisation Audit Log.