Authorization Rule

Authorization Rule

Authorization Rule allows configuring a custom authorization / approval on a documents, based on conditions defined.

Example: If a Sales Order's Grand Total exceeds $1,000, then it should be verified/submitted by the Sales Manager only, even if the Sales User has "Submit" permission.

On the same lines, you can define Authorization Rule based on the fields like Net Total, Grand Total, Discount % and specify who would be the document approver if the authorization condition is matched.

To further understand, let's think about a thorough illustration of an authorization rule.

Suppose that only orders with a grand total more than 10,000 require approval from the sales manager. Even the Sales User will be able to submit the Sales Order if the value is less than 10,000. This indicates that the Sales User's ability to submit orders will only be limited to those with a Grand Total of less than 10,000.

1. How to create an Authorization Rule

1. Click New from the Authorization Rule list.
2. Decide which transaction the authorisation rule will apply to. Only limited transactions are permitted to use this functionality. Add the Approved Value, etc. 3. Depending on the field you chose in the Based On section.
3. Choose According To. The value chosen in this area will determine how the Authorization Rule is applied. 5.3 Choose the Proper Role. This authorization rule will be relevant to this role. It will be the Sales User in the example.
4. If you want to apply the rule to a specific Sales User and not to all Sales Users, you can choose Applicable To User to be more specific.
5. Decide on the Approval Role. This job has the authority to approve forms that exceed the Approved value. In our example, the sales manager is responsible.
6. Another option is to choose a certain Sales Manager.
7. Save.

The sales user will receive an error message if he attempts to submit a sales order with a value more than $10,000.

If you wish to restrict Sales User from submitting Sales Orders, then instead of creating Authorization Rule, you should remove submit privilege for Sales User from Role Permission Manager.

Documents on which Authorization Rule can be applied

1. Sales Order
2. Purchase Order
3. Quotation
4. Delivery Note
5. Sales Invoice
6. Purchase Invoice
7. Purchase Receipt
8. Appraisal

Fields on which Authorization Condition can be based on

1. Grand Total
2. Average Discount
3. Customer-wise Discount
4. Item-wise Discount