Purchase Authorization Group Maintenance

Menu Path: Purchasing $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Purchase Authorization Group Maintenance

Purpose

Enter, view, edit, or delete purchase authorization groups.

Overview

Use Purchase Authorization Group Maintenance to form purchase order approval groups. You can assign multiple users as members or authorizers in a group.

Members are users who can create purchase orders. Only authorized users can create purchase orders. To allow a user to create and update purchase orders, you must select the Can Enter/Update PO’s check box in User Extended Options.

Note This check box is only enabled if you access User Extended Options from User Profile Maintenance.

Authorizers are users who approve purchase orders greater than the amount defined for an approval group ID. A user may be a member of one group, but an authorizer of another. A user may also be defined as a primary authorizer, one who is the default authorizer from the authorization group; however, any authorizer in the group can approve purchase orders.

After a purchase order is created by a user who is a member of an authorization group, the order must pass the authorization criteria. If the purchase order amount is greater than the amount for the group to which the user belongs, the purchase order is not ordered. It is the job of the authorizer to use Purchase Order Authorize to approve or reject the purchase order. After the purchase order is approved by the authorizer, the member who created the purchase order will receive an email. The member can then use Purchase Order Maintenance to select that purchase order, and click the Approval Detail button to see the approval information for the order. After viewing the approval information, the member can click the Edit button, and select the Ordered check box, which will change the purchase order status to Ordered. Inventory will then be allocated as on order.

Creating Authorization Groups

To create a new authorization group:

Click the New button in the ribbon.
Enter a purchase authorization group ID in the Group ID field.
Enter the amount that the group is responsible for in the Amount field.
Enter a description and detailed description for the purchase authorization group in the Description and Detailed Description fields.
Select a user ID in the Users grid that you want to be a member of the group, and then click the right arrow button. Repeat this for all users that you want to add as members.
Select the Authorizer radio button, and select the Primary check box.
Select a user ID in the Users grid that you want to be the primary authorizer for the group, and then click the right arrow button.
Clear the Primary check box.
If you want to include additional authorizers in the authorization group, select a user ID in the Users grid that you want to be an authorizer, and then click the right arrow button. Repeat this for all users that you want to add as authorizers.
Click the OK button in the ribbon. The authorization group is created.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Purchase Authorization Group Maintenance window.
New	Click this button to create a new purchase authorization group.
Update	Click this button to update the selected purchase authorization group.
Delete	Click this button to delete the selected purchase authorization group.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first purchase authorization group.
Prev	Click this button to display the previous purchase authorization group.
Next	Click this button to display the next purchase authorization group.
Last	Click this button to display the last purchase authorization group.

Fields and Buttons

Field or Button	Description
Group ID	Enter the purchase authorization group ID, or click the Lookup button to select a purchase authorization group ID.

Main Tab Fields and Buttons

Field or Button	Description
Amount	Enter an authorization amount for the purchase authorization group. Purchase orders that total greater than this amount require authorization.
Description	Enter a brief description of the purchase authorization group.
Detailed Description	Enter a detailed description to define the purchase authorization group’s characteristics.
Users	This grid displays user ID's that are not yet members or authorizers in the selected purchase authorization group.
Member/Authorizer	Select whether to add a user to the purchase authorization group as a member or authorizer.
Primary	Select this check box to add a user to the purchase authorization group as the primary authorizer. This check box is only available if you select the Authorizer radio button. The primary authorizer is the default authorizer of purchase orders.
	Click this button to add the user ID selected in the Users grid to the purchase authorization group.
	Click this button to add all user ID's in the Users grid to the purchase authorization group.
	Click this button to remove the user ID selected in the Members or Authorizers grid from the purchase authorization group.
	Click this button to remove all user ID's from either the Members or the Authorizers grid from the purchase authorization group.
Members	This grid displays all user ID's that are members of the selected purchase authorization group.
Authorizers	This grid displays all user ID's that are authorizers of the selected purchase authorization group.