Purchase Order Approval Selection Page

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

The purchase orders must meet the criteria you enter.
You must be eligible to view and process approvals for the purchase 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 you or other members of your approval group.

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

Selecting purchase orders for approval processing

Select Purchasing > Entry & Processing > Purchase Order Processing > Approve/Deny Purchase Orders to display the Purchase Order Approval selection page.
In the Approval Criteria section, enter selection criteria identifying the purchase orders to retrieve.
Click OK.
The Purchase Orders for Approval page displays the purchase orders that match your criteria. For the procedure and other information for using this page, refer to Purchase Orders for Approval Page.

Fields

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

Approval Criteria Section

When you complete the section's Required field, press <Tab> or click OK to access the Additional Approval Criteria section.

Fields	Description
Approval Criteria	Setting determining whether the system should return all purchase orders you are eligible to approve or should limit the search to purchase 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 purchase 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 you approval is either required or optional.

Fields

Description

Approval Criteria

Setting determining whether the system should return all purchase orders you are eligible to approve or should limit the search to purchase 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 purchase 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 you 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. As indicated by the asterisks, the title of this field is defined in the Fund Accounting Profile (Encumb. field).
*Approval*	Code identifying the purchase order's approval group, as entered in Purchasing's Approval table. The field title is defined in the Fund Accounting Profile.
Vendor	Code for the vendor who usually supplies the purchase order items, as defined in the Vendor List. Use the Lookup button to search for and select a code.
Issued	Date that the purchase order was created. If you specify a date, your entry must be in a standard date format, such as MM/DD/YYYY.
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. The field defaults the year from the Fund Accounting Profile. You may change this by selecting another year from the drop-down list. You can also use the list's blank selection to include purchase orders from the current year, previous year, and next year.