Sage 200 Purchase Order Authorisation Plus

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What does Sage 200 PO Authorisation Plus do?

Extends standard authorisation functionality by providing a matrix for staff authorisation and monetary values.  Also incorporates the ability to include budgets derived from cost centres and departments.

• Gain complete control over your budgets by cost centres and departments.
• Ability to assign which users can raise and authorise purchase orders, by various cost centre and department combinations.
• Authorisers can view and amend orders prior to authorisation.
• Automatic email to authorisers when new Purchase Orders are created.
• Additional reports which show current orders awaiting authorisation, current budget status and orders by authoriser.

How does it do it?

Authorisation Setup

A setup screen is provided with the ability to exercise control over which combinations of cost centre and department a user can raise purchase orders against and which combinations they can authorise orders for.

You can set authorisation limits for each cost centre and department combination as well as generate who will receive authorisation emails for each cost centre and department.

Automatic email setup procedure which allows for custom emails to be created for “orders to be authorised”, “orders authorised” and “Budget levels exceeded”.

Creating Purchase Order

The cost centre and department is chosen at the order level rather than the line level and any order lines added to an order automatically picks up the chosen cost centre and department.

A calculation is performed whenever a purchase order is saved and the user is notified if the purchase order is likely to exceed the yearly budget for any of the nominal codes chosen on the order. If the user continues to save the order then an email notification is sent to any user marked for notification whenever budget levels might be succeeded.

Whenever a purchase order is saved it is automatically placed on hold and an email notification is sent to all users capable of authorising orders for the chosen cost centre and department combination.

When an order has been authorised it can no longer be amended, as this would bypass the authorisation process, however the goods received screens have been modified so that a user can indicate when an order is short that the number received now completes that line on the order. The order is automatically updated with the correct quantity, thus allowing the order to be completed and invoiced.

Authorising Orders

A new screen for authorising orders, replacing the standard, allows users to view, amend and authorise orders with cost centre and department combinations that they have permissions for.

Whenever a user attempts to authorise an order the same budget calculation is applied as during order creation and the user is notified if the order might exceed budget levels. In this case the user is allowed to continue authorising the order only if he/she has been granted the necessary permissions to authorise orders that might go over budget.

Whenever an order is either authorised or cancelled an email is sent to the person who raised the order notifying them of the outcome.

Additional reports which show current orders awaiting authorisation, current budget status, orders by authoriser etc.

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