Set up authorisation rules for projects

You can set up authorisation rules for your projects. This helps your project managers know what is being spent against their budgets.

You set up authorisation rules for your projects by creating an authorisation rule with Project Managers as the authoriser.

You specify the project manager for a specific project at project level in the Project Accounting module.

Once you have set up a rule for your project managers:

• The rule applies to all projects where you have specified a project manager.

• All purchase orders with any lines relating to a project with a project manager will require authorisation.

• If a single purchase order has lines relating to more than one project, it must be authorised by each relevant project manager.

  Example

  You have set up a rule that all purchase orders relating to a project, must be authorised by the project manager. A purchase order contains a line relating to Project A and another line relating to Project B. You have a different project manager for Project A and Project B. The purchase order must be authorised by Project Manager A and Project Manager B.

• If the authorisation rule is based on the value of purchase orders, this value applies to whole purchase order and not individual lines.

  Example

  You have set up a rule that all purchase orders over £1,000, related to your projects, must be authorised. The total value of the purchase order is £1,500. There is only one line on the purchase order relating to a project. This is for £500. As the total value of the order is greater than £1,000, the project manager must authorise this order.

• If your project contains sub-projects, you can set a different project manager for your sub-projects.

  A purchase order entered for a sub-project can be authorised by the project manager for the sub-project or by a project manager for higher level projects.

  Example

  You have set up a rule that all purchase orders relating to a project, must be authorised by the project manager.

  Project A has a sub-project of Project B. Project B has a sub-project of Project C. Each level has a different project manager; Project Manager A, Project Manager B and Project Manager C.

  See the example of a project structure below:

  

  • Project Manager A can authorise all purchase orders for Projects A, B and C.
  • Project Manager B can authorise purchase orders for Projects B and C.
  • Project Manager C can only authorise purchase orders for Project C.

  A purchase order contains a line relating to Project B. This purchase order can be authorised by either Project Manager A, or Project Manager B.

  Another purchase order contains a line relating to Project C. This purchase order can be authorised by Project Manager A, B or C.

• The authorisation rules for your projects apply in addition to any other authorisation rules that you have set up.

  Example

  You have set up a rule that all your purchase orders over £5000 must be authorised by the Finance Director. In addition you have set up a rule that all of your purchase orders relating to a project must be authorised. You have entered a purchase order for a project for £5,500. The purchase order must be authorised by the Project Manager and the Finance Director.

• A Super Authoriser overrides all authorisation rules. Once a purchase order is authorised by the Super Authoriser it does not require any further authorisation.

  Example

  All your purchase orders relating to projects must be authorised by a project manager. Any purchase order over £10,000 must also be authorised by the Finance Director. You have entered a purchase for a project for £12,000. The Finance Director and the Project manager are away. The Managing Director is the Super Authority and authorises the order. No further authorisation is required.

To set up authorisation rules for your projects

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

1. To add a new rule, click Add.

2. If required, enter the lower and upper limits of the order value that will be covered by this authorisation rule.

   The rule will be applied to orders with a gross amount in the range from the Value greater or equal to up to the Value less than amount.

   • 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.

3. Add the Project Manager role to the Authorisers included in this rule list.

   Note: Once the Project Manager role has been added as an Authoriser, you cannot add further authorisers.

4. In the Configure order originators section, select the order originators that this rule will apply to.
5. To save the rule, click OK.