Purchase order authorisation rules

You use authorisation rules to determine which purchase orders require authorisation.

Authorisation process job roles

The authorisation rules are based around the value of the order and a set of job roles in the purchase order process.

Authoriser	This is the person who authorises the purchase order. For example; the Finance Manager, the Managing Director, a department manager, or a project manager.
Originator	This is the person who made the request for the goods/order. For example; a requisition manager, or warehouse manager.
Order Taker	This is the person who actually enters the purchase order into Sage 200. For example; a purchasing clerk.
Super Authoriser	A super authoriser can authorise all purchase orders or requisitions, regardless of the authorisation rules. For example; the Finance Director or Managing Director.

Create an authorisation rule

To create an authorisation rule, you specify:

The value of the purchase orders. This is set by specifying a lower and upper limit.
The people who initiate the order. This is set by choosing individuals or roles as the Order Originator.
The people who can authorise the order. This is set by choosing individuals or roles as the Authoriser.
Whether the purchase order has to be authorised by more than one Authoriser. This is set by creating Rule groups.

If a purchase order conforms to the authorisation rules from separate groups, the purchase order must be authorised by an authoriser from each group.
The project the purchase order is for. This is set by creating rules with project managers as the Authoriser.

An authoriser can query a purchase order if they require further information or clarification. In this case, the purchase order must be amended before it can be authorised. Each purchase order is given a status to identify where it is in the authorisation process.

Purchase order authorisation status

Not required	The purchase order does not meet any of the authorisation rules, or no authorisation rules have been set up.
Not authorised	The purchase order requires authorisation, but has not been authorised.
Queried	The purchase order requires authorisation. An authoriser has queried the purchase order. The order must be amended and re-saved. It must then be authorised.
Authorised	The purchase order has been authorised.

When a purchase order is amended, it returns to a not authorised status. An authoriser must authorise it again.

You can see the authorisation status of an order in the following places:

View Purchase Order and View Purchase Order for Stock Item.
Amend Order.
POP Dashboard - List View.

If it's not visible, add the Authorisation Status column to the dashboard.
Confirm Goods Received, Confirm Direct Delivery Goods Received, Confirm Services Received.
Purchase Orders Not Printed report and Purchase Orders and Returns report.
My Unauthorised Purchase Orders workspace, Purchase Order Authorisation workspace, the Purchase Order Notifications workspace, and the Purchase Document Status workspace.

Note: Authorisation rules are not applied to any existing purchase orders retrospectively. However, they are applied when any existing purchase orders are amended.