PO Authorisation Codes

Navigator > Setup > Purchase Orders > Authorisation codes

You can edit, add or delete Authorisation codes and passwords and set purchase order authorisation limits. You can also control authorisation to issue purchase orders in the Company's name, and set limits on the value. First, you must setup Authorisation codes that can be password protected with an Order Limit. Having setup an Authorisation code, this must be entered before a purchase order can be saved (that is, before an Order number can be issued). If an Order Limit has been set for the Authorisation code entered, the order is checked to see that it complies with the limit before Save.


Code		A unique 8 character code that identifies an Authorisation Account. This can be associated with a single person, or an area.
Name		The full name for an Authorisation Account can be printed on the purchase order. You can include a name and title, for example, J Smith, Marketing Manager.
Password		A password known only to authorised Users. This field cannot be viewed. To change a password, type the new password in the Password field. Before the new password is accepted you must enter the previous password (if one exists) and re-enter the new password. Users with Control permission for PO Authorisations can reset passwords without entering the previous password. Hint: You can setup an Authorisation code which has no password but a specified Order Limit, for example, MISC for miscellaneous purchases with an Order Limit of $100.00
Order Limit		Specify a maximum Order Limit for this authorisation account per purchase order. Leave blank if you do not require a limit. Order Limits are checked against the Order total excluding GST. Order Limits are checked on an order by order basis, not summed across all current-orders for an Authorisation code, that is, if the Order limit for an Authorisation code is $1000.00, they can raise as many orders as they want provided no purchase order exceeds $1000.00 If you use purchase orders with Authorisation codes and Order Limits, you must set permissions. You can remove the Authorisations Control Permission for purchase orders for most Users. Removing Control Permission prevents Users adding or deleting Authorisation codes, and hides the Order Limit field. On editing Authorisation codes - Users without permission can edit Authorisation codes but only to change the name or their password.
Role, Phone No, Mobile No, Email Address, Comment		Add details for each person authorised to make purchases. These can be printed on purchase orders using Purchase Order Designer.
Inactive		Select this or press the `Space Bar` while in the Inactive field. Lines for inactive Authorisation Codes are shown dimmed. Inactive authorisation codes will not appear in lookups.
Grid Toolbar
	Expand Toolbar `(Alt+F9)`		Expand the toolbar to give access to all toolbar options. Press `Esc` to close the expanded toolbar.
	Zoom `(Ctrl+F12)`		Zoom to form view to see Authorisation Code details.
	Insert `(F4)`	You can add, delete, edit and scroll each line. Changes are saved as you move off the field, and appear on the grid on CLOSE (you can enter additional codes).
	Delete `(F3)`	Delete codes.
	Print `(Ctrl+P)`	Print a report of the information in the grid.
	Filter / Sort List `(Ctrl+F2)` Clear Filter / Sort `(Ctrl+F3)`	Apply or clear a Filter & Sort. The button changes to indicate if a filter and sort is applied.
	Customise `(Alt+F5)`	Opens Customise Fields, you can customise the fields visible in the grid.
	Refresh `(F5)`	Codes are reloaded with changes other Users may have made.