Questions: Purchase Order Authorisation
Clear the Allow processing of unauthorised orders option in the POP Settings.
You create purchase order authorisation rules using rule groups.
You must have more than one authorisation rule and the authorisation rules must have a different rule groups. Once set up, an authoriser for each rule must authorise the order.
You create an authorisation rule with the upper value set to the value required.
For example, if you wanted to authorise orders all orders over £1,000 you would set to the Value greater than or equal to on the authorisation rule to 0.00, and the Value less than to 1000. You then select [Anyone] as the Order Originator.
You create an authorisation rule with the Value greater than or equal to and the Value less than set to 0.00. You then select [Anyone] as the order originator.
The authorisation rules are based on the total gross value of the purchase order.
The authorisation rules use the base currency. So if you order from a supplier using a foreign currency, the authorisation rule is applied to the order's gross value in the base currency.
If you select [Anyone] as an order originator or authoriser, then it will include all valid Sage 200 users.
This includes any Sage 200 user account (as listed in System Administration), and may include users who are not assigned to this particular company.
To make sure orders are authorised where the order originator is blank, or not a Sage 200 user, you can use [Unknown originator] on your authorisation rules.
If purchase orders are entered with the Order originator left blank or the originator entered is not a Sage 200 user, these purchase orders will not be covered by an authorisation rule (unless you specified [Anyone] as the order originator).
To make sure orders are authorised where the order originator is blank, or not a Sage 200 user, you can use [Unknown originator] on your authorisation rules.
When you create or amend a project, move to the Costs and Charges tab and set the Project Owner from the Sage 200 user name drop-down list.
The purchase order must be authorised again, even if the change does not affect the value of the order, or no changes are made to the order.
An order will not require authorising again if, when it is changed, the value of the order falls below the Value greater than or equal to set in the authorisation rules.
No.
However, if you delete all the lines on an order but do not cancel it, it will have to be authorised if all your purchase orders require authorisation.
Yes, if they are covered by your authorisation rules.
No.
Existing purchase orders will be covered by the previous authorisation rules. If you amend an existing purchase order, the new authorisation rules are applied.
This occurs if you are a Super Authoriser. Purchase orders covered by more then one rule are authorised by one super authoriser.
If a user is included as an authoriser in two rules, both rules are applied.
For example, a single user can authorise orders between £50 and £250 in one rule. The same user is a member of a role that can authorise orders between £75 and £500 in another rule. In this case, this user can authorise orders between £50 and £500.
Nothing. The orders remain in Sage 200 until you authorise them. If you want someone to authorise them on your behalf, while you are away, you can set up an alternative authoriser.
Yes, you can both authorise orders at the same time.
The alternative authoriser can authorise your orders until they are removed as the alternative.
The alternative authoriser can set up their own alternative.
For example, Jane is authorising purchase orders on behalf of John. Jane is away from the office for the day, so she uses Authorisation Out of Office to set up Tom as her alternative authoriser. Tom can now authorise orders on behalf of both John and Jane.
You can use the Maintain Alternative Authorisers option in Sage 200. This allows you to set up alternative authorisers for all Sage 200 users.
Yes, you can set up email notification messages.
An email message is sent automatically to the authoriser and originator when a purchase order is entered.
Email notification messages are sent when a purchase order is entered, amended, authorised or queried.
No. You will only receive email notification messages for purchase orders where you are a normal authoriser.
Yes, you can then authorise your purchase orders using the Purchase Order Authorisation workspace. See Authorise purchase orders using the Self Service web app.
Yes. You can also view any notifications relating to that order by clicking the link on the website.
Yes.
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