Authorising Purchase Requisitions
A Requistion may have one of two authorisation statuses;
- Approved
- Authorised
'Approved' means that it has been 'authorised' by a member of staff where their authorisation limit is less than the net total of the requisition. (i.e. they cannot authorise it.)
'Authorised' means that it has been 'authorised' by a member of staff where their authorisation limit exceeds the net total of the requisition.
A Requisition must be authorised before it can be posted to Sage as a Purchase Order.
A Requisition can be approved/authorised by any number of members of staff. In a simple case, a requisition for a relatively low value may only need to be authorised by one member of staff. In a more complex situation, a requisition for, say £12,000, may need to be 'approved' by a head of department with an authorisation limit of, say, £1,000, then 'approved' by the business manager, with, say, a limit of £10,000, and finally authorised by the head who may have a limit of £25,000.
Depending on how permissions have been set up, you may be able to approve/authorise requisitions; if this is the case the ‘Authorise’ buttons will be visible on the Purchase Requisition form.
To approve/authorise a requisition, click the ‘Authorise’ button. A number of checks take place and you may receive one or more of the following warnings:
- If 'Authorisation by Department' is being used and you are not an authorisor for one or more departments on any of the requisition lines the following will be displayed and the requisition will need to be authorised by a different member of staff.
- If the total requisition net value is greater than your authorisation limit the following is displayed, showing that the requisition will be approved, but not authorised'. The requisition will need to be authorised by a different member of staff.
- If the total requisition net value is less than your limit, but exceeds the requester’s limit the following is displayed. In this case, you may override the warning and continue to authorise the requisition.
- If the total requisition net value, when added to all existing supplier invoices and current outstanding purchase orders, would take the total value over the annual budget for the department, the following warning is displayed. If you are sure this can be authorised the warning can be overridden and the order authorised.
Once authorised, the requisition is marked with who approved/authorised the requisition, the date and whether the requisition was 'Approved' or 'Authorised'. Should a second (or third) approval or authorisation be required a check will be made that the subsequent authorisers have not already approved or authorised the requisition.
The following shows the requisition once it has been both Approved and Authorised.
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