Overview
The Secure Purchasing feature enables employees to raise purchase orders but only an authorised employee can approve the purchase orders. Once the purchase order has been authorised via an internal employee password only then can it be printed and/or emailed to the supplier.
From the OPTO Ribbon, select the RESOURCES tab and then click on ‘New/Edit Employee’ to open the ‘Employee Details’ window. Enter the employee number of the employee to be given the permission in the Emp No field or press <F2> and select required employee from the pop-up list then click OK.
- The selected employee must have an internal employee password for this feature. This password is different from the password used to log-on to OPTO. Enter a unique password in the red Password for the employee, this password unique to the employee. Employees cannot share an internal employee password and no two passwords can be the same.
- The selected employee must have an email address entered in the Email Office field.
- The permission box for Signature Purchase must be ticked on the Security tab of the employee.
- Set a Max Pur amount on the More Info tab of the employee.
For All Other Employees
Open their employee record and on the ‘Security’ tab, click on the Purchase Restrict box to tick. These employees can still create purchase orders and save them as normal, but they cannot print or email the purchase order until the authorised employee has release it by entering their internal employee password.
Open the ‘More Info’ tab and enter a zero in the Max Purchase Amount field then press <F9> to save.
Parameter Setting – From the OPTO ribbon Click on the ‘Purchasing’ tab then the drop-down icon below ‘Sub Contract Purchase’. Click on the ‘Print’ tab and click on the [3] Signature Check, Signature Emp, Signature Password box two times to enable. The box must be solid. (See below) Press <F9> to save.
The ‘New Purchase Order’ window now has a red box that is used to enter the internal employee password to authorise the purchase order. The purchase order requires the password of the person who will approve the purchase.
A message appears when the User saves the new purchase order. Click on OK on the message to continue.
Another message appears asking the User to they want to send an email to the authorised employee to approve the purchase order. The purchase order cannot be printed and/or emailed until it has been approved.
The employee in the Emp Name (signature) field receives the email and will then review the purchase order to be approved and then enters their password in the red field and press <TAB>, and then press <F9> to save.
The Purchase Order can now be printed and/or emailed.
Opto Sofware Pty Ltd Revised: 21/10/24
