Use this page to review and approve or deny line items for a purchase order selected in the Purchase 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 > Purchase Order Processing > Approve/Deny Purchase Orders. The Purchase Order Approval selection page displays. For additional pages:
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To display the Purchase 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 Purchase Orders for Approval Page.
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To display the Purchase Order Approval detail page, display the Purchase Order for Approval page (as described above), select the requisition you want, and then click OK. For the approval procedure, refer below.
Processing Purchase Order Approvals
The Change Order Approval detail page displays all open line items for which you have approval authority. In this page, you can:
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View detailed information for each line item, such as approval status, description, account distributions, and vendor quotes.
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View notes associated with the purchase order.
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Approve or deny line items either one at a time or all at once.
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Flag individual line items as needing correction.
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Enter comments for specific line items regarding your approval actions.
Action Bar Items
Following are descriptions of the items that display on the Purchase Order Approval detail page's Action Bar:
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Approve |
Approves a line item at your approval group or account approval level. This changes the item's Status field to Approved. |
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Deny |
Denies a line item 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. |
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Approve All |
Approves all listed items at your approval group or account approval level. This changes the items' Status fields to Approved. |
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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. |
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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. |
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Clear |
Cancels an approval action for a selected line item. The item's Status field changes back to Open. |
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Approval Status |
Displays the Purchase Order Approval page, where you can view the approval actions applied to a purchase order's line items. For details, refer to Purchase Orders - Purchase Order Approval Page. |
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Description |
Displays the Purchase Order Description window, which provides the full description for a selected line item. |
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Distributions |
Displays the Purchase Order Charging window, which shows the account distributions for a selected line item's cost. |
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Vendor Quotes |
Displays the Vendor Quotes page, which displays prices submitted by the recommended vendor and competing vendors. For details on this page, refer to Vendor Quotes Page. |
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Comments |
Displays the Approval Line Item Comments window. You can enter text in the page's Line Item Comment field to describe the approval action applied to a selected line item. |
Approval and Posting Reports
As the last step in the approval process, the system generates two reports:
Purchase Order Approval Report - Shows the approval actions taken for the listed purchase orders.
Mass Post Purchase Orders Report - Shows the purchase orders that posted to Fund Accounting and includes error messages indicating why certain purchase orders did not post.
These reports are generated by the Print windows that display at the end of the procedure for processing your approvals and denials.
Following is the procedure for approving or denying line items in a selected purchase order. For the procedure for processing all line items in one or more purchase orders, refer to Purchase Orders for Approval Page.
Processing approvals for a purchase order's line items
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Select Purchasing > Entry & Processing > Purchase Order Processing > Approve/Deny Purchase Orders.
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In the Purchase Order Approval selection page, enter selection criteria. For details, refer to Purchase Order Approval Selection Page.
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Click OK to display the Purchase Orders for Approval page, which list purchase orders that match your criteria and meet the following conditions:
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You must be eligible to approve or deny at least one of the purchase order's open line items.
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You have not yet approved or denied any of the purchase order's items.
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Review the Status fields of the purchase orders, which can display the following codes:
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Open - indicates the orders has not been approved or denied.
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Approved - indicates all of the order's line items are approved.
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Denied - indicates ll of the order's line items are denied.
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Review Detail - indicates the order's line items have different status codes and still need to be processed.
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To display a purchase order's line items in the Purchase Order Approval Detail page, select the order, and then click OK.
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To process the line items displayed, click one of the following:
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Approve All - to change the status of all items to Approved.
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Deny All - to change the status of all items to Denied.
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To process selected line items, first select the items as follows:
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Select an individual item by clicking it.
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Select a range of items by Shift+clicking the first and last items in the range.
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Select multiple items by Ctrl+clicking each item.
Then click one of the following:
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Approve - to approve all items selected.
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Deny - to deny all items selected.
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Needs Correction - to flag the selected items for additional action.
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Clear - to restore the status of the selected items to Open.
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Click OK to accept your entries and return to the Purchase Orders for Approval page.
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To process line items for another purchase order, repeat Steps 5-8.
Otherwise, proceed to the next step. -
Click OK.
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In the first Print window, specify how you want to generate the Purchase Order Approval report, and then click OK. The report's default file name is masspost.rpt.
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In the second Print window, specify how you want to generate the Mass Post Purchase Orders report, and then click OK. The report's default file name is masspo2.rpt.
Important
If you click Back in Step 11 instead of OK and then exit the Purchase Orders for Approval page, your entries will not be saved.