FAQs: Purchase Order Authorisation

How do I prevent goods being received, from purchase orders that are not authorised?

Clear the Allow processing of unauthorised orders option in the POP Settings.

Some of my purchase orders require authorisation by more than one person. How do I do this?

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.

I want all of my purchase orders over a certain value to be authorised. How do I do this?

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.

I want all of my purchase orders to be authorised regardless of their value. How do I do this?

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.

Are the authorisation rules based on the gross value or net value of the purchase orders?

The authorisation rules are based on the total gross value of the purchase order.

When I create an authorisation rule, what is an [Unknown Originator]?

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 I create an authorisation rule, I can specify a [Project Manager] as the authoriser. How do I specify who the project manager is on my projects?

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.

What happens when I amend an authorised purchase order?

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.

If I cancel an order will it still need to be authorised?

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.

I generate purchase orders from my sales orders. Will these purchase orders still require authorisation?

Yes, if they are covered by your authorisation rules.

If I change my authorisation rules or add new ones, will the new rules be applied to existing purchase orders?

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.

I have set up my authorisation rules in rule groups. When I authorise an order it is authorised, even though the order is covered by a rule in a different rule group. Why is this?

This occurs if you are a Super Authoriser. Purchase orders covered by more then one rule are authorised by one super authoriser.

I want to set up authorisation rules with the authorisers being single users for one rule and a role for another rule. What happens if a user is included as an authoriser in both rules?

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.

If I am on holiday, what happens to the orders I need to authorise?

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.

Can I still authorise orders even if I have set up an alternative?

Yes. However, the alternative authoriser can also authorise your orders until they are removed as the alternative.

What happens if the alternative authoriser is out of the office?

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 sets up Tom as her out of the office authoriser. Tom can now authorise orders on behalf on John and Jane.

My authoriser has called in sick and hasn't set up an alternative. What can I do?

You can use the Maintain Alternative Authorisers option in Sage 200. This allows you to set up alternative authorisers for all Sage 200 users.

Can I be informed as soon as a purchase order that I need to authorise, is entered in Sage 200?

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.

How often are email notification messages sent?

Email notification messages are sent when a purchase order is entered, amended, authorised or queried.

I am a Super Authoriser. Will I receive email notification messages?

No. You will only receive email notification messages for purchase orders where you are a normal authoriser.

Can I authorise purchase orders if I don't have Sage 200 installed on my PC?

Yes, you can then authorise your purchase orders using the Purchase Order Authorisation workspace via the Self Service website.

Can I query an order via the website?

Yes. You can also view any notifications relating to that order by clicking the link on the website.

Can I access the Self Service website via a tablet \ mobile?

Yes.

See the Deployment and Installation Guide for information about supported browsers and devices.