Purchase Order Authorize

Menu Path: Purchasing $Images\bluerarw.gif$ Purchase Processing $Images\bluerarw.gif$ Purchase Order Authorize

Purpose

Approve or reject purchase orders.

Overview

Use Purchase Order Authorize to review and authorize purchase orders that require authorization. Before you can use Purchase Order Authorize, you must set up a purchase authorization group ID in Purchase Authorization Group Maintenance, and define a specific amount over which purchase orders must be authorized. A group ID contains both members, users who can generate purchase orders and authorizers, users who can approve purchase orders.

NOTE To become either a member or authorizer, a user must be allowed to create and update purchase orders. After a user ID is created in User Profile Maintenance, the Can Enter/Update PO's check box must be selected for the user ID in User Extended Options.

Members are allowed to enter and approve purchase orders up to the amount defined by the group ID to which they belong. If a member enters a purchase order for an amount greater than the amount defined for their group ID, the purchase order is finalized, and the purchase order status changes to Awaiting Approval.

At this point, the authorizer must approve or reject the purchase order in Purchase Order Authorize.

Approving Purchase Orders

To approve a purchase order:

Select a purchase order to approve.
Enter a reason for approving the purchase order in the Reason field.
Click the OK button in the ribbon. The purchase order is approved. Your Outlook address book appears.
Select the email address for the buyer and any other person who needs to be informed that the purchase order has been approved. An email is sent that states that the purchase order has been approved and is ready to be ordered. In Purchase Order Maintenance, the purchase order status is now Approved. The purchase order can now be ordered in Purchase Order Maintenance by the original buyer, and they can click the Approval Detail button in the ribbon to view the purchase order approval information. The buyer can click Edit and select the Ordered check box to order the purchase order. When they do this, the inventory is allocated as on order, and the products for the purchase order are now ready to be received.

Rejecting Purchase Orders

To reject a purchase order:

Select a purchase order to reject.
Select the Reject radio button.
Enter a reason for rejecting the purchase order in the Reason field.
Click the OK button in the ribbon. The purchase order is rejected. Your Outlook address book appears.
Select the email address for the buyer and any other person who needs to be informed that the purchase order has been rejected. An email is sent that states that the purchase order has been rejected, and provides the reason it was rejected. In Purchase Order Maintenance, the purchase order status is now Rejected.

A rejected purchase order can be edited in Purchase Order Maintenance, and resubmitted for approval. To do this, simply edit the purchase order, and click the OK button. A Question dialog box appears, and asks if you want to resubmit the purchase order for approval. If you click the Yes button, the purchase order will appear in Purchase Order Authorize again.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Purchase Order Authorize window.
OK	Click this button to approve or reject the selected purchase order.
Cancel	Click this button to clear the Reason field, and select the Approve radio button.
Show Data	Click this button to refresh the Purchase Orders grid.
Approval Detail	Click this button to display PO Authorization Detail, which allows you to view information about authorization for the selected purchase order.

Inquiry Tab Fields and Buttons

Field or Button	Description
Group ID	Enter the group ID for which you want to approve or reject purchase orders, or click the Lookup button to select a group ID. This defaults to your group ID.
Purchase Orders	Select the purchase order you want to approve or reject. This grid displays purchase orders that are awaiting approval for your group ID. Double-click a purchase order to display Purchase Order Maintenance, which allows you to view and update the purchase order. Note If you are not authorized to use Purchase Order Maintenance, the Purchase Order Inquiry window appears instead, and allows you to view information for the purchase order.
Approve/Reject	Select whether you want to approve or reject the selected purchase order.
Reason	Enter a reason for approving or rejecting the selected purchase order.