This menu option is only available when the 'Enable P.O. Approval' feature is activated in the Company Inventory Parameters, and can be used to process Purchase Orders submitted for approval before being sent to the vendor.
This utility only allows either the purchasing Requester or the
P.O. Approver to view and process the associated Purchase Orders.
Each Requester can be assigned an Approver with a higher limit in
Operator Codes, where the purchasing limit
per P.O. is defined in the Security Role
Permissions.
The processing flow based on P.O. Approval Status is:
Under Limit - Approved:
When a Purchase Order is saved and the P.O. total value is under
the purchaser's limit the P.O. Approval status is automatically
updated to Approved and the P.O. is ready to be sent to the
vender.
Over Limit - Pending Approval:
When the purchasing employee/Requester saves a new P.O. and the
total exceeds the limit or when the Requester modifies an existing
P.O. and saves it, the status is automatically updated to
Pending Approval.
An email alert is automatically sent to his defined Approver who
must approve the PO, if it is within the Approver's own limit.
If that Approver's limit is not high enough, then the P.O. would
need to be Reassigned in this 'Purchase Order Approvals'
utility to be approved by his Approver moving the P.O. up to the
next link in the approval chain.
Any Approver with an allowable Limit above the P.O. total can
approve/reject a Purchasing Request, and then this Approver becomes
responsible to approve the P.O.
An email alert is automatically sent to the next P.O. Approver and
the P.O. status remains Pending Approval.
Comments can be updated for the P.O. in the Purchase Order Approval Notes.
Only the Requester or an Approver with an allowable Limit can
access a P.O. in Purchase Orders with a
Pending Approval status and if the Approver re-accesses the P.O. in
Purchase Orders he has the option to
Approve it there too.
Other operators must use Purchase Order
Inquiry to view the P.O.
Rejected:
When the P.O. Approver does not approve the P.O. expenditure, and
the P.O. is rejected in this 'Purchase Order Approvals'
utility, the status changes to Rejected and an email is sent
to the Requester.
Comments can be updated for the P.O. in the Purchase Order Approval Notes.
Only the Requester or the Approver can access a P.O. in Purchase Orders with a Rejected status and if the
Approver re-accesses the P.O. in Purchase
Orders he has the option to Approve it there too.
Other operators must use Purchase Order
Inquiry to view the P.O.
Approved:
When the P.O. Approver does approve the P.O. the P.O. Approval
status is automatically updated to Approved and the P.O. is
ready to be sent to the vender.
Approved P.O.s can only be re-accessed in Purchase Orders by the Approver or original
Requester.
No further notes can be added for this P.O. in the Purchase Order Approval Notes.
Note: A Purchase Orders with a negative
total value respects the same Approval Status based on the dollar
amount as an "absolute value".
This means the negative sign is ignored when considering the PO
total, so a PO with for a -$100.00 (negative) requires the same
approval as a PO with a $100.00 (positive) value.
Refer to Company Inventory Parameters for setup and more details.
The selection prompts in the Purchase Order Approvals screen are:
Although all P.O.'s are listed, only the Requester or the Approver can select and drill down to access a P.O. in this utility.
Check this box to only include P.O.s that the logged in operator has been assigned as the Requester or as the Approver.
Uncheck this box to return a list of all Purchase Orders in the 'P.O. Approval' processing, or to filter the list by only Requester or only Approver.
Leave this field blank for all Requesters, or to narrow the Purchase Order list, enter a specific Requester or select one from the Operator Name Search window.
Leave this field blank for all Approvers, or to narrow the Purchase Order list, enter a specific Approver or select one from the Operator Name Search window.
Cancelled and Closed (received) Purchase Orders are not included in the list, nor are Purchase Orders generated directly from a Sales Order or from a Contract.
The list can be resorted by any column in ascending or descending order, by clicking on the column heading.
To select a value from the displayed list, double-click on the
appropriate record, or highlight the record and click the
SELECT button to view the Approval detail
information.
Only the Requester or the Approver assigned to a P.O. can select
and view that P.O.s data.
SELECTED PO APPROVAL ACTIONS:
This action window can only be accessed by the Requester or the
current Approver of the Purchase Order.
The Purchase Order number, Order Date, Order Total and Approval
Status are displayed for information only.
View Document Information windows are
provided to drill down to view the header and details of the
P.O.
Note: When the Requester has a maximum purchasing limit according to his Security Role Permissions the P.O. does not need further approval if it is a "Draft" so the P.O. can be approved just by completing and saving it in Purchase Order entry.
Click the SUBMIT button if the P.O. is ready for the Approver to review.
If the submission Date is Accepted the "Request Date" and the "PO Approval Status" are updated and an email is sent to the Approver assigned to this Requester.
- The APROVE button is only active for the
Approver if the P.O. Total is within his 'Approval Limit' defined
by his Security Role Permissions.
This button is not enabled for the Requester. It is not enabled for
the Approver if the P.O. Total exceeds his limit.
Note: If the Approver re-accesses the P.O. in Purchase Orders he has the option to Approve it there too.
Click the APROVE button if the order has been
reviewed and approved and is ready to be sent to the Vendor.
Comments can be added in the Purchase Order
Approval Notes window.
If the Approval Date is Accepted, an email is sent to the Requester to alert him of the status change.
Check this box to send the P.O. by email to the Vendor's
Contact Information now that it is
approved.
Uncheck this box if the approved P.O. should not be emailed to the
Vendor at this time.
- The REJECT button is only active for the
Approver if the P.O. has a status of "Pending Approval" and the
P.O. Total is within his 'Approval Limit' defined by his Security Role Permissions.
This button is not enabled for the Requester. It is not enabled for
the Approver if the P.O. Total exceeds his limit.
Click the REJECT button if the order has been
reviewed and does not pass approval and needs to be returned to the
Requester for modifications.
If the rejection Date is Accepted the "Rejected Date" and the "PO Approval Status" are updated and an email is sent back to the Requester.
Comments can be added in the Purchase Order Approval Notes window.
- The REASSIGN button is only active for the
Approver if the P.O. Total exceeds his 'Approval Limit' defined by
Security Role Permissions, and can be used
to reassign the P.O. to his own P.O. Approver who has a higher
approval limit.
This button is not enabled for the Requester. It is not enabled for
an Approver if the P.O. Total is within his limit.
Click the REASSIGN button if the order needs to be reviewed by a P.O. Approver with a higher purchasing limit.
If the reassign action is Accepted the P.O.is updated and an email is sent to the new Approver.
Comments can be added in the Purchase Order Approval Notes window.
The notification emails are sent.
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