The Sales Order Authorisation is a development of the
Purchase Order Authorisation process, but can also be used separately as an
extra pick list option to view sales orders and produce acknowledgements,
delivery notes or invoice documents.
On selection of the Sales Order Authorisation option you are prompted with order selection options:
Active – select to include active orders (order status equal to ‘A’)
On-Hold – select to include orders on hold (order status equal to ‘H’)
Unauthorised – not applicable if not configured for sales order authorisation, if set will only include orders with the authorised flag is not equal to ‘Y’
Note that at least one of the above must be set.
Specify Selection Criteria – set to allow entry of selection criteria for the orders to be listed.Configuration options allow the facility to preset any selection criteria. Note that this criteria is applied in addition to the flag options above.
Once any criteria is set or amended selecting the OK
button lists the requested sales orders.
Once listed the operator can scroll up/down the list of orders pressing <Enter> or selecting the VIEW button to access the order enquiry display for the current order (from which you can select F8-Zoom to access the ledger enquiry). Other options available (depending on configuration) include:
Authorise – if configured for authorisation procedures then an AUTHORISE button is available to allow you to authorise the sales order.
Acknowledge – selecting this option prints a sales order acknowledgement for the current order.Note that, subject to set-up, you may have two acknowledgement options prefixed MANUAL and AUTO respectively – manual processing allowing the operator to amend the document quantity, set keyboard prompts, etc., whereas auto produces the document automatically.
Delivery – selecting this option prints a delivery note for the current order. As with the acknowledgement option you may have two buttons, depending on configuration, prefixed MANUAL and AUTO.
Invoice – selecting this option prints a invoice for the current order (and again you could have MANUAL and AUTO options).
Note that after viewing the order or processing a document the list is rebuilt so if (say) the order is completed the entry will be removed from the list.
Installation
Database Changes
If configuring to allow authorisation of sales orders then three new data items are required on the sales order header file, if just using the option as a order ‘pick list’ then no data items are needed.
To add the new items select Installation from the main menu followed by Application Manager and then Restructure a Database. Select the Sales Order Processing application, elect to update the live files and then pick the Sales Order Header file.Move down to a blank entry and press <Enter> to insert the new item(s).
Item Name Type Description
AUTH-BY X (6) Holds the user-id of the operator who authorised the sales order.
AUTH-DATE D / E Holds the date the order was authorised
AUTH-TIME N Holds the time the order
was authorised
Once the required items have been added to the file press the <ESC> key and select to update the database with the change, when prompted confirm to extract any existing records and table descriptions. Once updated you will be prompted to remove the old database – respond as required – and asked whether you wish to update the base files. If elect to update the base files then repeat the items above ensuring you add at the same item numbers.
Database Profiles
If configuring for order authorisation then the new
data items above need to be referenced within the SOP Database Profiles. To update the profiles select Installation from the main menu
followed by Application Manager and Set Database Profiles. Select the Sales Order Processing application and then the parameter screen Header Optional 4.
Reference the new items against the prompts Authorised By, Authorised Date and Authorised Time respectively.
Document Design Manager
If configured for authorisation then by default nodocument can be processed against a sales order that is unauthorised. Parameter options within an Order
Acknowledgement can be set to allow print if the order is unauthorised. To update the parameters select Installation from the main menu
followed by Application Manager and Document Design Manager. Select the Sales Order Processing Documents and then select the Order Acknowledgements after which the
system displays the available documents.Enter the number of the document layout required to update the layout
and, once displayed, select Parameters from the main toolbar to display parameter screen 1.
Print Not Auth – set to allow print of this document where the sales order has not been authorised.
Once set press the OK button at the foot of the screen and then use the Save and Exit options off the File menu on the main toolbar.
Application User Facilities
The main configuration options for are available
within the SOP Application User Facilities.To update select Installation from the main menu followed by Application
Manager and Application User
Facilities. Select the Sales Order Processing application and
then Enter/Amend Orders, followed by Authorise, Deliver & Invoice.
Default to Orders Which are Active / On-Hold / Unauthorised – set as required the filter options for orders to be included within the order pick list. Note that at least one of these items must be set (at run-time) for any order to be listed.
Specify Default Selection Criteria – set any criteria upon which the order list is to be filtered. Any criteria set here are processed in addition to the filter options above.
Remember Changes to Selection Criteria – set whether any run-time amendments to the default criteria are to be remembered for the next run.
Items to
Display –
select up to ten items from the sales order header database to be listed.
Authority Level Required to Authorise / Order Limit – set the authority level the operator must be before they can authorise a sales order, leave blank to only allow specific user-id. In addition you can set the order limit up to which this authority level can authorise – 0 / blank is unlimited.
Allow to Authorise from User-Id / Order Limit – in addition to authority levels you can also set up to five specific user-id’s that are allowed to authorise a sales order together with the limit up to which they can authorise.Again a 0 / blank order limit is unlimited.
Document No for Manual (Auto) Acknowledgement – set as required the acknowledgement document number that can be processed from the order pick list.Note that leaving as 0 disables this option. Any document selected must not be set on screen 18 as a multiple order or automatic document. If only one of either Manual or Auto options is set then at run-time the option is named ACKNOWLEDGEMENT, if both options set then two buttons are displayed prefixed MANUAL and AUTO respectively.
Document No for Manual (Auto) Delivery – as above but selecting the delivery document to process.
Document No for Manual (Auto) Invoice – as above but selecting the invoice document to process.
Restrict Access to Authorised Orders – if configured for authorisation then this option blocks the amendment of a sales order once the order has been authorised and the operator is not covered by the authority level / user-id’s set above. Operators who are covered can change an order but the authorisation setting is cleared and the order must be re-authorised following any change.
Password Override to Cancel Authorisation – this optional password allows operators outside the authority level / user-id’s set above to amend an authorised order by pressing the <F7-Option> key on the warning message and entering the password set here.
Menu Design
The final change is to add the Order Authorisation
pick list to the menu; this is achieved via the CONFIG user-id. Sign on as the CONFIG user and select the Application
Menu Design – the main Sales Order Processing menu is usually SP.D03 –
select this or an alternate menu as required.Select to update either the left or right option and move down to the
required blank entry. Enter a menu title
and press <Enter> to set the parameters.
Applic, Program or Notes P-Program
Menu Name or Program Path SP.EXE
Parameter No 7910
Article ID: 206
Created On: Tue, Jun 12, 2012 at 11:47 AM
Last Updated On: Wed, Jun 14, 2023 at 5:34 PM
Online URL: https://kb.datafile.co.uk/article/sales-order-authorisation-206.html