Change Order Approval Detail Page

Use this page to review and approve or deny line items for a change order selected in the Change Orders for Approval page. You can also flag line items for correction. The detail page displays all open line items for which you have approval authority.

Menu Path: Purchasing > Entry & Processing > Change Order Processing > Approve/Deny Change Orders. The Change Order Approval selection page displays. For additional pages:

To display the Change Order for Approval page, enter criteria, and then click OK to search for and display a list of purchase orders. For more information, refer to Change Orders for Approval Page.
To display the Change Order Approval detail page, display the Change Order for Approval page (as described above), select the purchase order you want, and then click OK. For the approval procedure, refer below.

Processing Change Order Approvals

You can perform the following in the Change Order Approval detail page:

View detailed information for each line item, such as approval status, description, and account distributions.
View notes associated with the change order.
Approve or deny line items either one at a time or all at once.
Flag individual line items as needing correction.
Enter comments for a specific line item regarding your approval action.

Action Bar Items

Following are descriptions of the items that display on the Change Order Approval detail page's Action Bar:

Approve	Approves a line item at your approval group or account approval level. This changes the item's Status field to Approved.
Deny	Denies all listed items at your approval group or account approval level This changes the item's Status field to Denied. A window displays for entering the reason for denying the item.
Clear	Cancels an approval action for a selected line item. The item's Status field changes back to Open.
Approve All	Approves all listed items at your approval group or account approval level. This changes the items' Status fields to Approved.
Deny All	Denies all listed items at your approval group or account approval level. This changes the items' Status fields to Denied. A window displays for entering the reason for denying the items.
Needs Correction	Flags a line item for correction and changes the item's status to C - Correction. A window displays for entering the reason for requesting the correction.
Approval Status	Displays the Change Order Approval page, where you can view the approval actions applied to a change order's line items. For details on approvals, refer to Change Order Approval Page.
Description	Displays the Change Order Description window, which displays the line item's full description.
Distributions	Displays the Change Order Charging window, which displays the account distributions for the line item's cost.
Comments	Displays the Approval Line Item Comments window for a selected line item. You can enter text in the page's Line Item Comment field to describe the approval action applied to the item.

Change Order Approval Report

As the last step in the approval process, the system generates the Change Order Approval report. The report shows the approval actions taken for the listed change orders.

Following is the procedure for approving or denying line items in a selected change order. This procedure only applies to approvals and denials of individual line items.

For the procedure for processing all line items in one or more change orders, refer to Change Orders for Approval Page.

Processing approvals for a change order's line items

Select Purchasing > Entry & Processing > Change Order Processing > Approve/Deny Change Orders.
In the Change Order Approval selection page, enter selection criteria. For additional details on this page, refer to Change Order Approval Selection Page.
Click OK to display the Change Orders for Approval page, which lists the change orders that match your criteria and meet the following conditions:
- You must be eligible to approve or deny at least one open line item in a change order.
- You have not yet approved or denied any of the change order's items.
Review the Status fields of the change orders, which can display the following codes:
- Open - indicates the change order's line items have not been approved or denied.
- Approved - indicates all of the change order's line items are approved.
- Denied - indicates all of the change order's line items are denied.
- Review Detail - indicates the change order's line items have different status codes and still need to be processed.
To display the Change Order Approval detail page, select a change order, and then click OK to display its open line items.
To process the line items displayed, click one of the following:
- Approve All - to change the status of all items to Approved.
- Deny All - to change the status of all items to Denied.
To process selected line items, first select the items as follows:
- Select an individual item by clicking it.
- Select a range of items by Shift+clicking the first and last items in the range.
- Select multiple items by Ctrl+clicking each item.
Then click one of the following:
- Approve - to approve all items selected.
- Deny - to deny all items selected.
- Needs Correction - to flag the selected items for additional action.
- Clear - to restore the status of the selected items to Open.
Click OK to accept your entries and return to the Change Orders for Approval page.
To process line items for another purchase order, repeat Steps 5-8.
Otherwise, proceed to the next step.
Click OK.
In the Print window, specify how you want to generate the Change Order Approval report, and then click OK. The report's default file name is chgappr.rpt.

Important

If you click Back in Step 11 instead of OK and then exit the Change Orders for Approval page, your entries will not be saved.