Order ➔ Entries ➔ Authorize
Authorizing sales orders is used for checking the sales orders created before the sales orders are processed. However, authorization is an optional process as it depends on the settings at System ➔ General ➔ Settings, under Order Settings. If you have selected the Sales order check box under the Authorize section, authorization becomes mandatory. Otherwise, the sales orders created will be authorized automatically.
You can also authorize return to merchant authorization (RMA) orders. However, if you have selected the RMA check box under the Authorize section at System ➔ General ➔ Settings, authorization becomes mandatory. Otherwise, RMA orders created will be authorized automatically.
Only employees with the necessary rights defined at System ➔ HR & Securities ➔ Resources, under the Rights tab, are allowed to authorize sales orders and RMA orders.
Sales orders must be authorized if you want to print sales order confirmations unless authorization is made optional. However, if authorization and confirmation is made optional, picking lists and delivery notes can be printed. Furthermore, RMA orders must be authorized before you can print return slips unless authorization is made optional.
You can filter the sales orders that you want to display by entering your search criteria and click Search. The sales orders that match the search criteria you have defined are then displayed. A list of options appears if you click at Sales order, Ordered by, and other fields. From the list, make your selection and click Select.
Search
Click this button to search for entries based on the defined criteria.
Clear
Click this button to clear the defined criteria.
Number of rows
Type the number of rows to be displayed for each screen. If you have set the default number of rows to 10, then 10 rows will be displayed. Therefore, if you have more than 10 rows listed, you will see the Previous and Next buttons.
Previous
Click this button to return to the previous screen.
Next
Click this button to go to the next screen.
Warehouse
Select the warehouse of the sales orders or RMA orders you want to display. You can also search for sales orders or RMA orders with any warehouse by selecting All.
Sales order
Select Sales order to display only sales orders in the authorize list.
RMA order
Select RMA order to display only RMA orders in the authorize list. If you select RMA order, you will see RMA order date and RMA order instead of Sales order date and Sales order as the search criteria.
Sales order date/RMA order date
Type or select the date or date range in which the sales orders or RMA orders were created. You can also select the All check box to search for sales orders or RMA orders with any sales order date or RMA order date. By default, the All check box is selected.
Note: Typing or selecting only the start date will display sales orders or RMA orders that are created on or after the selected date. Typing or selecting only the end date will display sales orders or RMA orders that are created on and before the selected date.
Selection code
Type or select the selection code of the sales order or RMA order to be displayed. You can create selection codes at System ? Logistics ? Selection codes.
Sales order/RMA order
Type or select the sales order or RMA order number to search for sales orders or RMA orders with the selected number.
Your ref.
Type the debtor’s reference number to search for sales orders or RMA orders with the selected reference number.
Invoice debtor
Type or select the ID or name of the debtor who will be receiving the invoice to search for sales orders or RMA orders with the selected invoice debtor.
Debtor
Type or select the ID or name of the debtor who placed the sales order or RMA order to search for sales orders or RMA orders with the selected debtor.
Description
Type a description or part of it to search for the sales order or RMA order.
Authorization
Three options are available. Select All to view all authorized and unauthorized sales orders or RMA orders, select Authorized to view only sales orders or RMA orders that are authorized, or select Not authorized to view sales orders or RMA orders that are not authorized yet.
Under the Check section, you can have extra columns to be displayed in the authorize list such as outstanding items, stock, warehouse, and others. You can select one or more check boxes, and then click Search. A green check mark will be displayed in the selected columns if the sales orders or RMA orders contain the items. For example, if you have selected the Serial/batch check box, a green check mark will be displayed on the Serial/batch column for the sales orders or RMA orders with serial/batch numbers. To remove the extra column, clear the corresponding check box.
Note: It is possible that not all columns in this example are displayed. You can add or delete columns as required. For more information, see Inserting and Deleting Columns.
Addresses
Select this check box if you want to see whether the information of the debtor who requested for the sales order or RMA order contains an address.
Outstanding items
Select this check box if you want to see whether the debtor has outstanding or overdue amount. If the debtor does not have overdue or outstanding amount, a green check mark will be displayed.
Prices
Select this check box if you want to see whether the discount given to the debtor matches the discount in the standard price list.
Debtor status
Select this check box if you want to view the status of the ordered by, delivery to or delivery from, and invoice to debtor in the sales order or RMA order. A green check mark is displayed in the Debtor status column if the status of all the three debtors used in the sales order or RMA order is either active, pilot, reference, or passive.
Serial/batch
Select this check box if you want to see whether the items in the sales order or RMA order have serial or batch numbers.
Note: This check box is available only if you have E-Serial/Batch included in your license.
Items
Select this check box if you want to view the status of the items in the sales order or RMA order. A green check mark is displayed in the items column if the status of the items is Active, Discontinued, Inactive, or Future. If one or more items in the sales order or RMA order have status Blocked, no green check mark will be displayed.
Parts
Select this check box if you want to view the status of the item components (parts) in the sales order or RMA order. A green check mark is displayed in the Parts column if the status of the item components is Active, Discontinued, Inactive, or Future. If one or more item components in the sales order or RMA order have status Blocked, no green check mark will be displayed.
Stock
Select this check box if you want to see whether there is stock available in the order. Note that the stock of orders that have not been approved will not be available for checking and will not be displayed.
Select this check box if you want to see the status of the selected warehouse in the sales order or RMA order. A green check mark is displayed in the Warehouse column if the status of the warehouse is Active.
Budgets copied
Select this check box if you want to see whether a budget is copied to the sales order.
Note: If you select RMA order, this check box is not enabled. This check box is available only if you have E-Serial/Batch included in your license.
Note
Click this button to type a new note or to view the notes that are recorded for the sales order or RMA order. For more information, see Creating and Maintaining Notes.
Note: This button is enabled only if a sales order or RMA order is selected.
Attachment
Click this button to attach a new document or view the documents that are attached to the sales order or RMA order. For more information, see Overview of Attached Documents.
Change
Click this button to change the fulfillment date of the sales order. For more information, see Changing Fulfillment and Receiving Date for Orders.
Note: The fulfillment date can be changed only if partial delivery is allowed. The partial delivery allowed can be set for the debtors at Finance ? Accounts receivable ? Maintain, and then click Open or New, under the Logistics tab (under the General section if the Simple button is clicked), or Financial tab (under the Sales order – Invoice section if the Advanced button is clicked) by selecting the Partial delivery allowed check box. However, this can be changed for each sales order in Order ? Entries ? Sales orders, and then click Open or New, under Conditions, by selecting or clearing the Partial delivery allowed check box.
Note: This button is only available for sales orders.
Credit line
Click this button to view the invoiced debtor’s credit information such as credit line information, payment date, due date, outstanding amount, payment reference, and others.
Card
Click this button to view the debtor’s transactions. For more information, see Viewing Debtor Card.
Invoice
Click this button to view or edit the generated invoice for the sales order or credit note for the RMA order. For more information, see Creating and Maintaining Sales Invoices.
Transactions
Click this button to view all the journal entries of the sales order or RMA order. For more information, see Viewing Transactions (available soon).
Note: This button is enabled only if a sales order or RMA order is selected.`
Project
Click this button to view or edit the project information for the sales order or RMA order. For more information, see Creating and Maintaining Projects.
Copy budgets
Click this button to copy a budget to the sales order. Click Copy budgets again to type or select a budget scenario. Click OK and then Close to exit. You can create budgets at System ? Finance ? Budget scenarios.
Note: This button is available only if you have E-Serial/Batch included in your license. A project has to be linked to the sales order to be able to copy budgets.
Authorize
Click this button to change the authorization status (to authorize or to remove authorization) for the sales order or RMA order. Once you click the Auth. button, a message "Change authorization status?" is displayed. Click Yes to change the authorization status, or click No to exit.
Reject
Click this button to reject the selected sales order or RMA order. Once you click Reject you can send an e-mail to the employee who created the sales order or RMA order. Fill in the employee’s e-mail address and subject, and then click Send.
Print
Click this button to print an overview of all the sales orders or RMA orders that are listed in the authorize list. There are three options available:
Click Print after you have made your selection.
Delete
Click this button to delete the selected sales order or RMA order. Click Yes to delete the sales order or RMA order.
Note: A sales order or RMA order which is already authorized cannot be deleted. Once the sales order or RMA order is deleted, it cannot be recovered.
Open
Click this button to view or edit the sales order or RMA order. For more information on sales orders, see Creating and Maintaining Sales Orders. For more information on RMA orders, see Creating and Maintaining Return to Merchant Authorization (RMA) Orders.
Close
Click this button to exit.
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