Order Responsible

Guide to managing Order Responsible in Xena

In Xena, all processes related to offers, sales, purchases, and deliveries are managed via orders. Filtering orders by order responsible optimises workflows and provides a clearer overview of individual tasks.

The order responsible also plays a central role in cost approval. Under the approval rules, you can enable or disable whether costs must be approved by the order responsible, and you can select a user who can always approve — e.g. as a backup during holidays or other absence.
➡️ Setting up approval rules

Setting up users as order responsible

For a user to be assigned the role of order responsible or secondary responsible, they must have the necessary permissions in the system.

Setup procedure:

1. Navigate to Setup > Company > Users

2. Select the user who should be available as order responsible/secondary responsible

3. Go to the Setup section and open the Employee tab

4. Enable edit mode by clicking the pencil icon in the top right corner

5. Tick the checkbox Show on order

After setup, the user will be visible in the list of available order responsibles.

Add the "Secondary responsible" field

If you need a secondary responsible on sales orders, you can enable the field via Setup > Ledger Setup > Approval Rules > the Settings button.

Tick the field Add secondary responsible on sales orders to enable the feature. A secondary responsible primarily serves as the first approver of order costs on vouchers posted via voucher registration.
➡️ Setting up approval rules

Assign and edit order responsible

When creating a new order, the user who creates it is automatically set as order responsible. This can be manually changed as needed. You can also select a secondary responsible, if this field has been enabled (see above).

Procedure to change order responsible:

1. Go to the menu Sales > Order > Order Overview

2. Create a new order or open an existing one

3. Select the Order header tab

4. Enable edit mode by clicking the pencil icon in the top right corner

5. Delete the existing order responsible in the Responsible field

6. Select a new order responsible from the list

Using order responsible

The Order responsible field can be used as a filter in several overviews and reports:

• Order overview (Sales > Order > Order Overview)

• Status overview (Sales > Status Overview)

• Project reports (Project > Reports), where it can be used in most reports

• Voucher registration, where the order responsible can approve costs before they are posted

• Cost registration, where registrations can be restricted to approval by the responsible

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