Authorisation¶

Company Order Limit

If an order is for a large sum, it needs to be authorised by someone. The following changes have been made:

1. Created a new field in Administration > Parameters called ‘Authorisation Amount’. This is a currency field. It defaults to zero.
2. At the end of the order entry program, there is a check to see if the order total (including VAT) > Authorisation Amount. If so, a message appears saying 'This order is above £999.00 and requires authorisation'.
3. The order should then be flagged as requiring authorisation. If the authorisation amount = 0, then it is not applied.
4. A new menu option is available in the Order Processing menu that will allow an appropriate user to authorise the order. The fields on the screen are similar to those on the quality control form, except we don’t have log no.
5. It is not possible to print a works order or a label for an order that requires authorisation. An order should not be able to progress past 'Order Entered' stage until it has been authorised.

Administration > Users > Permissions

We now have permission for the ‘EDI Enquiry’ and ‘Order On Authorisation’ menu options in Administration > Users > Permissions.

Order Processing

The menu option ‘Order On Authorisation’ now says ‘Orders On Authorisation’.
If an order is ‘On Authorisation Hold’ and it is flagged as having been authorised in Order Processing > Orders On Authorisation, and it is then amended, it no longer goes back ‘On Authorisation Hold’ unless the value of the order has increased.

Order Processing > Production List

The authorisation on hold orders is now also selected if ‘On Show On Credit Hold Records’ is ticked for these reports.

If ‘Exclude On Credit Hold Records’ is selected, orders that are on credit hold did not appear in the ‘Order Control Report’.
The record was excluded if it was ‘on authorisation hold’ as well. The criteria is now either ‘on credit hold’ or ‘on authorisation hold’, not ‘on credit hold’ and ‘on authorisation hold’

If an order is on authorisation hold, scheduled dates are no longer generated. When an order comes off authorisation hold, scheduled dates are generated.

EDI Import

Authorisation Hold Alert Email at EDI Import
There was an issue with the Authorisation Hold functionality where on EDI orders, order over the Authorisation Amount could go on hold, but no-one is informed of it and the order gets overlooked.
To resolve this, an automated email is now generated by the EDI import routine that is sent to credit control.
The email contains Order No and that it is an EDI/Online order that has been placed on Authorisation Hold.
The email is sent to the Credit Control Email set up in Administration > Parameters > ‘Internal Email Addresses’ tab.

Sales Files > Customers

There is a new flag in the customer record called ‘Exclude From Authorisation Check’.
This defaults to false, but if set to true, orders for this customer will not get put on authorisation hold at all.

*Authorisation Hold *

If an order was taken off authorisation hold and then amended, it was put back on authorisation hold. This now only happens if the value of the order has increased.

Parameters > Authorisation Below

At the moment there is an ‘Authorisation Amount’, so if an order is over this it has to be authorised.
There is a new field in Parameters called ‘Authorisation Below’ which default to 0.
If a quotation or order is entered for an amount below the ‘Authorisation Below’ figure, the authorisation will be required.