Purchase Orders for Approval Page

Use this page to display purchase orders selected in the Purchase Order Approval selection page.

In the Purchase Orders for Approval page, you can:

• Approve or deny all line items for either a single purchase order or all orders listed. For the procedures, refer below.

• Display the Purchase Order Approval detail page to approve or deny a purchase order's line items. For the procedures, refer to Purchase Order Approval Detail Page.

Menu Path:  Purchasing > Entry & Processing > Purchase Order Processing > Approve/Deny Purchase Orders > enter criteria, and then click OK to search for and display a list of purchase orders

Action Bar Items

The following items display on the Action Bar of the Purchase Orders for Approval page:

You can change the status of individual purchase orders after you use these items. However, once a purchase order's status is changed and saved, you can no longer access the order in Purchasing's approval pages.

Approval and Posting Reports

As the final steps in the approval procedure, 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.

Following are the steps for processing purchase orders in the Purchase Orders for Approval page:

Searching for and displaying purchase orders

1. Select Purchasing > Entry & Processing > Purchase Order Processing > Approve/Deny Purchase Orders.

2. In the Purchase Order Approval selection page, enter selection criteria.

3. Click OK.

The Purchase Order for Approval page displays purchase orders that meet the following conditions:

• You must be eligible to approve or deny at least one of the purchase order's open line items.

• You or others on your approval level have not yet approved or denied all of the purchase order's items.

Approving, denying, and flagging purchase orders for correction

1. Display the Purchase Order for Approval page with a list of purchase orders by completing the search procedure.

2. To process the orders displayed, click one of the following:

   • Approve All - to change the status of all purchase orders to Approved.

   • Deny All - to change the status of all purchase orders to Denied.

3. To process selected orders, first select the orders as follows:

   • Select an individual order by clicking it.

   • Select a range of orders by Shift+clicking the first and last orders in the range.

   • Select multiple orders by Ctrl+clicking each order.

   Then click one of the following:

   • Approve - to approve all orders selected.

   • Deny - to deny all orders selected.

   • Needs Correction - to flag the selected orders for additional action.

   • Clear - to restore the status of the selected orders to Open.

4. If you selected Needs Correction in Step 3, a window displays for entering a required comment (up 750 characters). This comment will be applied to each line item in the selected purchase orders.

5. Click OK.

6. 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.

7. 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 5 instead of OK, you will exit the Purchase Orders for Approval page, and your entries will not be saved.