Change Order Approval Selection Page

Use this page to select and retrieve change orders for approval processing. The system displays records based on the following factors:

The change orders must meet the criteria you enter.
You must be eligible to view and process approvals for the change orders' line items based on either approval group or account approval.
The system only retrieves items that have not been approved, denied, or flagged for correction on the same level by either you or other members of your approval group.

Menu Path: Purchasing > Entry & Processing > Change Order Processing > Approve/Deny Change Orders

Selecting change orders for approval processing

Display the Change Order Approval selection page.
Enter selection criteria identifying the change orders to retrieve.
Click OK.
The Change Orders for Approval page displays change orders that match your criteria. For the procedure and other information on using this page, refer to Change Orders for Approval Page.

Fields

Following are descriptions of the fields in the Change Order Approval page's Approval Criteria and Additional Approval Criteria sections.

Approval Criteria Section

Fields	Description
Approval Criteria	Setting determining whether the system should return all change orders you are eligible to approve or should limit the search to change orders that have been approved at all levels lower than yours. Select: A - All Purchase Orders - Selects line items that you are eligible to view and approve. L - Approved at Lower Level - Limits the search to line items approved at levels lower than yours.
Required	Checkbox indicating whether the system should only retrieve change orders requiring your approval or also include orders where your approval is optional. Select the field if you only want to see items requiring your approval. Leave the field blank to retrieve items where your approval is either required or optional.

Fields

Description

Approval Criteria

Setting determining whether the system should return all change orders you are eligible to approve or should limit the search to change orders that have been approved at all levels lower than yours.

Select:

A - All Purchase Orders - Selects line items that you are eligible to view and approve.
L - Approved at Lower Level - Limits the search to line items approved at levels lower than yours.

Required

Checkbox indicating whether the system should only retrieve change orders requiring your approval or also include orders where your approval is optional.

Select the field if you only want to see items requiring your approval.

Leave the field blank to retrieve items where your approval is either required or optional.

Additional Approval Criteria Section

1700* matches all records with numbers starting with 1700.
17000001|17000002|17000003 selects the three records specified.
17000001:17000010 selects all records in this range.

All the fields are character based, except Requested, which accepts dates, and Year. In these fields, you can use numeric-based query symbols, such as greater than (>) and less than (<). For a range, you can use the colon ( : ) between dates, for example, 03/20/2019:04/10/2019.

Fields	Description
*PO Or Encumber*	Number identifying the purchase order with a change order requiring approval. As indicated by the asterisks, the field's title is defined in the Fund Accounting Profile's Encumb(rance) field.
Change	Number identifying the change order for the purchase order.
*Approval*	Code identifying the change order's approval group, as entered in Purchasing's Approval table. The field title is defined in the Fund Accounting Profile. Note that the approval group is the same for both purchase orders and change orders; however, the approval settings may be different.
Vendor	Code for the vendor who usually supplies the purchase order items, as defined in the Vendor List. Use Lookup to search for and select a code. Note that the vendor cannot be changed during Change Order Processing.
Issued	Date entered in the Issued field in the Vendor tab of the change order. Dates must be entered in a standard MM/DD/YYYY format.
Ship Code	Code identifying the destination where the line item should be delivered, as defined in Purchasing's Shipping Table.
Year	Year that applies to the purchase order. Change orders do not have a separate year. The field defaults the year from the Fund Accounting Profile. You may change this by selecting another year from the drop-down list. You also can use the list's blank selection to include purchase orders from the current year, previous year, or next year.