Add or edit an authorisation rule

Open: Purchase Order Processing > POP Utilities > System Set Up > Maintain Authorisation Rules.

  1. Click Add or Edit.

  2. In the Rule Values section, set the lower and upper limits of the gross order value in the base currency. The authorisation rule will be applied to order amounts in this range.

    • If both values are set to zero, the rule will apply to all order amounts.
    • If the Value greater or equal to amount is zero, the rule will apply to all values up to the Value less than amount.
    • If the Value less than amount is zero, the rule will apply to all values greater or equal to the Value greater or equal to amount.

    An explanation of the order values that will require authorisation is displayed.

  3. If required, enter a Rule Group (from 0-9).

    Use Rule Groups to create an authorisation rule where a purchase order must be authorised by more than one authoriser.

  4. In the Configure authorisers section, select the users or roles (on the left) that can authorise orders for this rule.

    To include everyone in the list, click Add All.

    To include the highlighted users as authorisers for this rule (on the right), click Add Authoriser.

    [Anyone]

    Any Sage 200 user.

    Note: This includes any Sage 200 user account (as listed in System Administration), and may include users who are not assigned to this particular company.

    A role

    		 All Sage users who are members of this role.

    Individual users

    		The selected user.

    [Project Manager]

    A Sage 200 user specified as a Project Manager for a project in the Project Accounting module.

    If you specify [Project Manager] as Authoriser you cannot add other authorisers to this rule.

  5. In the Configure order originators section, select the order originators that this rule will apply to.

    To include everyone in the list, click Add All.

    To include the highlighted users as originators for this rule (on the right), click Add Originator.

    [Anyone]

    Any Sage 200 user.

    Note: This includes any Sage 200 user account (as listed in System Administration), and may include users who are not assigned to this particular company.

    A role

    All Sage 200 users who are members of the selected role.

    Individual users

    The selected user.

    Unknown Originator

    For purchase orders where the originator is not a Sage 200 user or is left blank.
  6. To save the rule, click OK.

Once you have set up your authorisation rules, you can test them to make sure you have set them up correctly.

Note:

If an authoriser or originator included in the rule no longer has access to the company in Sage 200, they will be listed as Invalid. If this occurs, you will be asked if you want to remove these users from the rule.

Users and roles are set up in System Administration.

See also

Steps in this task

View authorisation rules

Delete an authorisation rule

Test authorisation rules

Other tasks

Set up authorisation rules in rule groups

Set up authorisation rules for projects

Authorise purchase orders

Alternative authorisers for purchase orders and requisitions

Reference

Questions: Purchase Order Authorisation

Examples of authorisation rules

Example of authorisation rules using rule groups

Examples of authorisation rules for projects