An Authorization Rule enables the customization of authorization or approval processes for documents based on defined conditions.

For instance, if the Grand Total of a Sales Order surpasses $1,000, it should only be verified or submitted by the Sales Manager, regardless of whether the Sales User possesses “Submit” permissions.

Similarly, Authorization Rules can be configured based on fields such as Net Total, Grand Total, or Discount %, determining the document approver if the authorization condition is met.

Let’s delve into a comprehensive example of an Authorization Rule to gain a deeper understanding.

Suppose the Sales Manager must authorize Sales Orders only when their Grand Total exceeds $10,000. If the Sales Order’s value is below $10,000, then even the Sales User can submit it. This implies that the Sales User’s Submit permission is restricted to Sales Orders with a Grand Total of less than $10,000.

1. How to create an Authorization Rule

1. Go to the Authorization Rule list, click on New.
2. Select the transaction on which Authorization Rule will be applicable. This functionality is available for limited transactions only.
3. Enter the Authorized Value, etc. This depends on the field you selected in Based On.
4. Select Based On. Authorization Rule will be applied based on the value selected in this field.
5. Select Applicable Role. This is the role on which this Authorization Rule will be applicable. As per the example, it’ll be Sales User.
6. To be more specific, you can also select Applicable To User if you wish to apply the rule to a specific Sales User, and not to all Sales Users.
7. Select Approving Role. This is the role that can approve forms over the Authorized value. As per our example, it is the Sales Manager.
8. You can also select a specific Sales Manager.
9. Save.

If the Sales User tries submitting the Sales Order of value higher than 10,000, then he will get an error message.

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