Purchase Order Approval

The system has the option to use an approval process to approve a purchase order before it can be posted. The process can have multiple approval levels and users assigned to the approval levels. If the Registry>Approval is selected, Approval Definitions must be created to define the approval process. Note that this process is optional depending on the business requirements.

 

 

  1. If purchase order approval is required before the purchase order can be posted, the Registry>System>Approval option must be selected.
  2. An Approval Definition must be defined to specify approval levels and users.
  3. In the Purchase Order, the Approval Status field must be set to 'Ready for Approval', usually by the user that created the purchase order but can be set by any user that has permissions..
  4. In the Purchase Order index, select Options>View My Pending Approvals. This will filter the purchase order for the logged on user where that user is required to approve the purchase order. Note that users must be given permission to use this option in System>Permissions>Function Groups>Purchase Orders.
  5. Once the list is filtered for pending approvals, the user can open the purchase order and change the Approval Status to Approved or the user can select all of the required purchase orders and then right-click to select Approve. Note that users must be given permission to use this option in System>Permissions>Function Groups>Purchase Orders.
  6. If further approval is required by additional users as defined in the Approval Definition, the approval status will be set to 'In Progress'. Once all required users have approved, the Approval Status will be set to 'Approved'. The purchase order can then be posted and is available for receipt.
  7. At any point in time, the approval process can be viewed by editing the selected purchase order and clicking on the Approvals tab. The tab will list all users that are required to approve the purchase order and the status of the user approval.

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  8. If the purchase order is not acceptable, the user can reject the purchase order by selecting the purchase order and right-clicking to select Reject. The Approval Status will be set to 'Rejected' and the approval process must start over from the beginning. As well, the Approval Counter will increment by one as each time the approval process starts over, the Approval Counter is increased.