ApproveOnce a Purchase Order has been Printed/submitted, it may be routed to a PO Approval session. The system automatically displays Purchase Orders awaiting approvals under the To Do section of the Dashboard. Open Purchase Order Approval session(s) will be listed as an Outstanding Transactions on the Dashboard. A PO Approval Session can also be started by selecting the link in an eMail notification sent by the system to the selected approver.
To begin a new PO Approval Session, select the "Approve Pending Purchase Orders" link under the To Do section of the Dashboard, under the Open Purchase Order To Do heading. You will then be directed to the PO Approval Session page.
If a session has been loaded previously, but not processed, that session will be listed as an Open Purchase Order Approval Session. When an Open Session is resumed no additional "Item(s) Pending Approval" will be added to that Open Session.
Purchase Orders can be approved, disapproved, or placed on hold by three methods; all documents loaded to the Approval Session by selecting the desired status from the Document Toolbar, by Purchase Order by selecting the desired status from the line command buttons.
The number of the PO. If the user has Purchase Order Entry set to Allow in Security the PO Number will be displayed as a hyper link. When clicked the PO will be uploaded to PO Entry where it can be viewed, read only, by the Approver.
The vendor on the PO.
The date on the PO Header.
Name of the user who created the Purchase Order, they are the 'owner' of the Purchase Order.
The total amount from the PO Header. The arrow button next to total displays fields that make up the total on the PO Header: Currency, Subtotal, Discount, Freight, Misc and Tax.
The department on the PO Header.
The organization on the PO Header.
Displays the number of times a Purchase Order has been revised due to a Change Order.
This option becomes available when the 'Enable Ad Hoc Approval' System Setting has been activated to select a user to add to the current approval workflow. Only users that have been assigned permissions to the approval process in Security will be available for selection as an ad hoc approver. When a user is selected, they will be added to the approval workflow based on the approval action taken.
Upon processing the Approval Session, all lines marked for approval will be processed as approved and add the selected additional Approver as the next required approval step.
Lines marked for dis-approval will add the selected additional Approver as a required approval step before the original Approver providing them the option to make their approval decision after this additional step.
Items left marked as 'Awaiting' when the session is processed will not assign an additional approval step and return the items to the existing approval queue.
Enter or Select a valid Note from the Zoom Window. This code will be returned to the Creator in the Details of the Purchase Order line(s) and also in the email message when a PO is disapproved or approved during an approval session.
This read-only field is updated when a command button is selected which changes the disposition of the Purchase Order Approval Status.
The following Actions can be executed by PO Number:
Approve
Disapprove
Awaiting