You can set marginal approval limits for Sales Orders so that they can be approved automatically if they fall within these limits.
View the Margin Status for Sales Orders
Auto-Approving All Invoices for a Specific Receivable Account
Introduction
You can set upper and lower percentage limits for allowable cost margins for Sales Orders. These limits are then used to check the prices applied in your Sales Orders, so that if the price falls within these limits, it can be approved automatically. This can speed up the process of having to manually approve Sales Orders, as anything within the allowable limits will not need to be manually reviewed.
The Cost margin settings are set up in the Receivables Manager.
Refer to Approve Sales Orders to read about approving Sales Orders.
Set Cost margin settings
To set the Cost margin percentages that will be used for checking the prices used in your Sales orders:
- Go to Settings > Receivables Manager.
- Scroll down the page to the Cost margin settings section.
- Lower margin auto approve threshold: Enter the lower percentage margin for checking prices on Sales Orders.
- Upper margin auto approve threshold: Enter the upper percentage margin for checking prices on Sales Orders.
- Click Save and close.
This example shows the limits as 10 - 70.
Now, when Sales Orders are entered, the system can automatically approve Sales Orders where the stock prices for all lines on the Sales Order are within these limits.
View the Margin Status for Sales Orders
In the Sales Order screen you can see the Margin Status for the Sales Orders. Anything that falls within the allowable margin levels will show as Auto Approved. Anything that does not fall within these levels will show as Not Yet Approved.
In the Sales Order itself, you can tick the field Show cost price and margin. Here we can see that the margin is 37.50%, which is within the range of 10 - 70 in the Receivable Manager.
In the Sales Approve Sales Order screen:
Here you can see the Margin Status for the Sales Orders. Anything Not Yet Approved shows in black, and anything that has been Auto Approved shows in green.
Auto-Approving All Invoices for a Specific Receivable Account
A Receivable Account can have a setting applied which allows auto-approval/no margin check. If ticked, this setting means that on the approve sales order screen, the invoice for this customer will be auto-approved regardless of the margin.
There is a setting in the Receivable Manager which lets you define what margin range you can have on a sales order for an invoice to be auto-approved. Applying the setting on the Receivable Account itself and setting a threshold will override the lower limit of that setting.
Another way to approve all invoices for a specific Receivable Account automatically, regardless of margin thresholds, is to configure this in the receivable accounts file.
Steps to Enable Auto-Approval for a Specific Account:
-
Export the Receivable Accounts File:
Navigate to Receivables > Receivable Accounts and export your receivable accounts. -
Locate and Edit the Account:
Open the exported file and find the account you want to update. In column Z (labelled NoMarginCheck), set the value to TRUE. -
Save and Re-Import the File:
Save the file and re-import it into Lentune.
Important Note:
- Setting NoMarginCheck to TRUE will auto-approve invoices for the selected receivable account, even if the margins fall outside the limits defined in the Receivables Manager.
- This means items could be sold at excessively high or low prices without review.
⚠️ We do not recommend this setting unless absolutely necessary. Applying it removes any safety net for margin control, so use with caution.
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