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moneyworks:po_authorisation:setup [2012/08/08 11:28] – johnmoneyworks:po_authorisation:setup [2012/10/18 22:15] (current) – [Creditor Invoice Authorisation Script] Craig Drown
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-===== MBC Scripts =====+===== Setup and Concept notes for the Moneyworks Purchase Order Authorisation scripts =====
  
 <note important>This document describes the various Moneyworks scripts that have been installed to add functionality to Moneyworks. <note important>This document describes the various Moneyworks scripts that have been installed to add functionality to Moneyworks.
 The standard Moneyworks functionality does not provide a high level of Purchase Order control, so this additional functionality was developed to provide it.</note> The standard Moneyworks functionality does not provide a high level of Purchase Order control, so this additional functionality was developed to provide it.</note>
-==== Contacts ==== 
-The following people were involved in specifying and developing the Purchase Order process. 
-Neil Sinclair, Winstantely Kerriege 
  
-Neil in his role as Limited Statutory Manager (Finance) specified the authorisation process that the school was to follow for Purchase Orders.+==== Credits ====
  
-Bruce Young, Marlborough Boys College +=== Concept, design, testing, original documentation ===
-  +
-Bruce is the finance manager at MBC and involved in the implementation of the process.+
  
-Janet Udy, Golden Micro Solutions Ltd +  * Janet Udy, Golden Micro Solutions Ltd 
- PO Box 590, Blenheim +  * PO Box 590, Blenheim 
- T: 03 578 4466 +  * T: 03 578 4466 
- E: janet@golden.co.nz+  * E: janet@golden.co.nz
  
-Janet is the Moneyworks support consultant and worked with Neil on the process that was required and then specified to the developer what the scripts were required to do.  She also tested the scripts and installed them at the school.+=== Development ===
  
-Craig Drown, Sustainable Solution Ltd +  * Mandeswori Maharjan & Craig Drown,  
- 6a Challenger St, St Hellers, Auckland 1005  +  * Sustainable Solutions (NZ) Ltd 
- T: 09 585 1033 +  * 14/30 Upper Queen St, Auckland 1010 
- E: craig@sussol.net+  * T: 09 9506778 
 +  * E: craig@sussol.net
  
-Craig’s company developed the scripts. 
  
 ==== Overview of the Purchasing Process ==== ==== Overview of the Purchasing Process ====
 +
 The concept is that purchasing by staff be approved by the Finance department.  The process is as follows: The concept is that purchasing by staff be approved by the Finance department.  The process is as follows:
   - Staff enter Purchase Orders   - Staff enter Purchase Orders
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   - Finance staff receive the creditor invoices and process the Purchase Orders into creditor invoices.   - Finance staff receive the creditor invoices and process the Purchase Orders into creditor invoices.
   - For each creditor invoice generated, Finance staff highlight it and run the ‘Emailer’ script to send a message to the originator of the Purchase Order asking them to authorise the creditor invoice for payment.   - For each creditor invoice generated, Finance staff highlight it and run the ‘Emailer’ script to send a message to the originator of the Purchase Order asking them to authorise the creditor invoice for payment.
-  - The staff then check the details of the creditor invoice that has been emailed to them and authorises it using the Command menu option ‘Authorise Invoice’.+  - The Finance staff then check the details of the creditor invoice that has been emailed to them and authorises it using the Command menu option ‘Authorise Invoice’.
   - Finance staff pay the authorised invoices.   - Finance staff pay the authorised invoices.
 +
 ==== Authorisation Script ==== ==== Authorisation Script ====
 +
 This script provides a means of flagging Purchase Orders as authorised so that the staff who have entered them have approval to go ahead and order the goods.  This script provides a means of flagging Purchase Orders as authorised so that the staff who have entered them have approval to go ahead and order the goods. 
 +
 === Installing the Authorisation Script === === Installing the Authorisation Script ===
 +
 The authorisation script, called ‘Authroise_PO v3’ should be installed in the Scripts folder within the Moneyworks Custom Plug-Ins folder for those users who have authorisation privilege.  That is, for those staff members who will review Purchase Orders and approve them. The authorisation script, called ‘Authroise_PO v3’ should be installed in the Scripts folder within the Moneyworks Custom Plug-Ins folder for those users who have authorisation privilege.  That is, for those staff members who will review Purchase Orders and approve them.
 This script should also be installed for those administration users who are processing Purchase Orders.  This is explained in a separated section. This script should also be installed for those administration users who are processing Purchase Orders.  This is explained in a separated section.
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 where “User” is the name of the user. where “User” is the name of the user.
 Once installed it will appear as the last item on the Command menu for those users who have it installed.  Once installed it will appear as the last item on the Command menu for those users who have it installed. 
 +
 === Using the Authorisation Script === === Using the Authorisation Script ===
 To use the Authorisation Script: To use the Authorisation Script:
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   - Sort on the current sort column by clicking on it twice.   - Sort on the current sort column by clicking on it twice.
     * When a PO is authorised, the authorisors initials are not automatically displayed in the Authorisation columns — you need to refresh the window first.  Clicking on the current sort column twice just forces the window to refresh and thus display any values in the Authorisation columns.      * When a PO is authorised, the authorisors initials are not automatically displayed in the Authorisation columns — you need to refresh the window first.  Clicking on the current sort column twice just forces the window to refresh and thus display any values in the Authorisation columns. 
 +
 === What the Authorisation Script Does === === What the Authorisation Script Does ===
 +
 When the first person authorises a Purchase Order, the authorisation script creates a check sum using the Order quantity, product code, Detail Gross plus the OrderShipped amount.   This value is stored in the User Table along with the first Authorisor’s initials. When the first person authorises a Purchase Order, the authorisation script creates a check sum using the Order quantity, product code, Detail Gross plus the OrderShipped amount.   This value is stored in the User Table along with the first Authorisor’s initials.
 +
 When the second person authorises a Purchase Order, the script checks the checksum is still the same.  If it is, then it stores the second user’s intials in the User Table.  If not, it clears the checksum and first user’s initials and then warns the user that the authorisation has been cleared. When the second person authorises a Purchase Order, the script checks the checksum is still the same.  If it is, then it stores the second user’s intials in the User Table.  If not, it clears the checksum and first user’s initials and then warns the user that the authorisation has been cleared.
 The stored checksum is used by the Helper script (see below) and when a Purchase Order is printed (see below). The stored checksum is used by the Helper script (see below) and when a Purchase Order is printed (see below).
 +
 === Purchase Order Printing === === Purchase Order Printing ===
-A special form, MBC PO, has been written.  It should be signed for all users who need to print Purchase Orders.+ 
 +A special Purchase Order form has been written.  It should be signed for all users who need to print Purchase Orders.
 When this form is printed, it checks to see if the Purchase Order is fully authorised: When this form is printed, it checks to see if the Purchase Order is fully authorised:
   * If it is, then it prints ‘Approved’ on the printed Purchase Order   * If it is, then it prints ‘Approved’ on the printed Purchase Order
   * If it is not, then it prints ‘Not Approved’ and clears any authorisation recorded in the User Table.   * If it is not, then it prints ‘Not Approved’ and clears any authorisation recorded in the User Table.
 +
 If there is an authorisation stored within the User Table, the script on the form recalculates the checksum and compares it to the stored checksum.  If they are not the same then it clears the authorisation. If there is an authorisation stored within the User Table, the script on the form recalculates the checksum and compares it to the stored checksum.  If they are not the same then it clears the authorisation.
 Normally, you would expect if the Purchase Order had been modified after it was authorised, then the Helper Script (see below) would have cleared the authorisation.  However, if a user hasn’t got the Helper Script installed for whatever reason, then the system won’t pick up on the modification until the user tries to print the Purchase Order.  At this point, the Purchase Order printing will clear the authorisation and print ‘Not Approved’ on the form. Normally, you would expect if the Purchase Order had been modified after it was authorised, then the Helper Script (see below) would have cleared the authorisation.  However, if a user hasn’t got the Helper Script installed for whatever reason, then the system won’t pick up on the modification until the user tries to print the Purchase Order.  At this point, the Purchase Order printing will clear the authorisation and print ‘Not Approved’ on the form.
 +
 ==== Helper Script ==== ==== Helper Script ====
 +
 Once a Purchase Order has been approved, it is expected that it would not be modified.  This script notifies a user if they make changes to an authorised Purchase Order and gives the user the option of canceling out of the changes they’ve made. Once a Purchase Order has been approved, it is expected that it would not be modified.  This script notifies a user if they make changes to an authorised Purchase Order and gives the user the option of canceling out of the changes they’ve made.
 If the user goes ahead with the changes, then the authorisation is wiped and the Purchase Order will need to be authorised again before it can be printed and sent to the supplier. If the user goes ahead with the changes, then the authorisation is wiped and the Purchase Order will need to be authorised again before it can be printed and sent to the supplier.
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   * When the user goes to print the Purchase Order, it will print ‘Not Approved’ and wipe the authorisation at this point.   * When the user goes to print the Purchase Order, it will print ‘Not Approved’ and wipe the authorisation at this point.
   * Users will be able to use the option ‘Accountants Export’ because the user must have the ‘Export’ privilege in order to use the script.  This would allow them to export all or any of the transactions within Moneyworks in a format suitable for importing into various accounting packages.     * Users will be able to use the option ‘Accountants Export’ because the user must have the ‘Export’ privilege in order to use the script.  This would allow them to export all or any of the transactions within Moneyworks in a format suitable for importing into various accounting packages.  
 +
 <note>A user would only have this access if they didn’t have the script installed or registered.  If the script is installed and registered, then the script prevents them having access to the Accountant’s Export.</note> <note>A user would only have this access if they didn’t have the script installed or registered.  If the script is installed and registered, then the script prevents them having access to the Accountant’s Export.</note>
 +
 === Installing the Helper Script === === Installing the Helper Script ===
 The following Moneyworks preferences should be set in order for the Helper Script to work correctly: The following Moneyworks preferences should be set in order for the Helper Script to work correctly:
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 Alternatively, this folder can be found by going into Moneyworks, selecting //Index to Reports//, from the Reports menu, selecting //Custom Reports// from the pop up menu and then clicking on the folder to the left of the pop up menu.  This takes you to the Reports folder.  The scripts folder sits alongside the Reports folder. Alternatively, this folder can be found by going into Moneyworks, selecting //Index to Reports//, from the Reports menu, selecting //Custom Reports// from the pop up menu and then clicking on the folder to the left of the pop up menu.  This takes you to the Reports folder.  The scripts folder sits alongside the Reports folder.
 On Windows, you then need to register the script by right clicking on the //Helper script// and selecting //Register//.  On Windows, you then need to register the script by right clicking on the //Helper script// and selecting //Register//. 
 +
 ==== Helper Script - Reminder ==== ==== Helper Script - Reminder ====
 +
 This helper script is for installation on up to three admin computers.  It will send out a reminder message to staff who have not authorised invoices generated from their Purchase Orders (see the section on Creditor Invoice Authorisation for further details.) This helper script is for installation on up to three admin computers.  It will send out a reminder message to staff who have not authorised invoices generated from their Purchase Orders (see the section on Creditor Invoice Authorisation for further details.)
  
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 Alternatively, this folder can be found by going into Moneyworks, selecting //Index to Reports//, from the Reports menu, selecting //Custom Reports// from the pop up menu and then clicking on the folder to the left of the pop up menu.  This takes you to the Reports folder.  The scripts folder sits alongside the Reports folder. Alternatively, this folder can be found by going into Moneyworks, selecting //Index to Reports//, from the Reports menu, selecting //Custom Reports// from the pop up menu and then clicking on the folder to the left of the pop up menu.  This takes you to the Reports folder.  The scripts folder sits alongside the Reports folder.
 You then need to register the script by right clicking on the Helper script and selecting Register.   You then need to register the script by right clicking on the Helper script and selecting Register.  
 +
 ==== Processing Purchase Orders ==== ==== Processing Purchase Orders ====
 +
 This section describes the general procedures for processing a Purchase Order. This section describes the general procedures for processing a Purchase Order.
   - The creditor invoice will arrive from the Supplier   - The creditor invoice will arrive from the Supplier
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     * A Purchase Order will not always match the creditor invoice exactly as the amounts may vary slightly.  It is a Finance Department decision as to how much variance should be allowed.     * A Purchase Order will not always match the creditor invoice exactly as the amounts may vary slightly.  It is a Finance Department decision as to how much variance should be allowed.
   - Finally, email the invoice to the originator of the Purchase Order so they can authorise payment of the invoice. (See the section below for details of how to do this.)    - Finally, email the invoice to the originator of the Purchase Order so they can authorise payment of the invoice. (See the section below for details of how to do this.) 
 +
 === Back Orders === === Back Orders ===
 A Purchase Order will remain authorised if the items are put on back order provided that the price or quantity does not change. A Purchase Order will remain authorised if the items are put on back order provided that the price or quantity does not change.
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 ==== Email Script ==== ==== Email Script ====
 This script allows admin staff to email the details of a Creditor Invoice to the originator of the Purchase Order.  This is so that they can authorise the credtior invoice for payment.  This script should only be installed for Finance department staff and is a Windows only script. This script allows admin staff to email the details of a Creditor Invoice to the originator of the Purchase Order.  This is so that they can authorise the credtior invoice for payment.  This script should only be installed for Finance department staff and is a Windows only script.
 +
 === Installing the Email Script === === Installing the Email Script ===
 +
 The first step is to install a program called ‘Blat’ which is necessary for actually sending the email. The first step is to install a program called ‘Blat’ which is necessary for actually sending the email.
   - Download the Blat program from: [[http://sourceforge.net/projects/blat/files/]]  [:?: Is there a version for Macs :?:]    - Download the Blat program from: [[http://sourceforge.net/projects/blat/files/]]  [:?: Is there a version for Macs :?:] 
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   - From the Start Menu, select ‘All Programs’ | Accessories | Command Prompt.   - From the Start Menu, select ‘All Programs’ | Accessories | Command Prompt.
   - Run Blat to install the settings to the registry as follows:   - Run Blat to install the settings to the registry as follows:
-    * c:\ blat.exe -install 192.168.1.223 mandeswori@sussol.net 3 - - username password, where: +    * c:\ blat.exe -install 192.168.1.223 fred@somewhere.com 3 - - username password, where: 
       * 192.168.1.223 is IP address of mail server       * 192.168.1.223 is IP address of mail server
-      * mandeswori@sussol.net is "from" email address to use+      * fred@somewhere.com is "from" email address to use
       * username and password are for smtp authenticated server (which yours should be)       * username and password are for smtp authenticated server (which yours should be)
  
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   - Select Email from the Command menu.   - Select Email from the Command menu.
     * The script will find the PO by order number and look for the initial of the user who entered it and then email it to the user.     * The script will find the PO by order number and look for the initial of the user who entered it and then email it to the user.
 +
 ==== Creditor Invoice Authorisation Script ==== ==== Creditor Invoice Authorisation Script ====
-This script allows staff (originators of Purchase Orders) to authorise payment the creditor invoice sent in by the supplier.  There are two versions — a Windows version and a Mac version.+This script allows staff (originators of Purchase Orders) to authorise payment of a creditor invoice sent in by a supplier.  There are two versions — a Windows version and a Mac version.
 To install the script: To install the script:
   - For Windows users, copy the script, called ‘Authorise Invoice’ to the Scripts folder within the Moneyworks Custom Plug-ins folder of an admin user and then upload it to the Datacentre Server.It will then be downloaded onto each users computer.   - For Windows users, copy the script, called ‘Authorise Invoice’ to the Scripts folder within the Moneyworks Custom Plug-ins folder of an admin user and then upload it to the Datacentre Server.It will then be downloaded onto each users computer.
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 <note important>The Mac script will need to have a different name to the Windows one for this to work.  Otherwise you can just install the appropriate scripts manually onto each usercode without uploading it to the datacentre.</note>  <note important>The Mac script will need to have a different name to the Windows one for this to work.  Otherwise you can just install the appropriate scripts manually onto each usercode without uploading it to the datacentre.</note>
 +
 === Authorising Creditor Invoices === === Authorising Creditor Invoices ===
   - Select ‘Authorise Invoice’ from the Command menu   - Select ‘Authorise Invoice’ from the Command menu
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