Requisition and Purchase Order Processing - Purchase Order Approval Page

If a purchase order generated through VPO requires approval, the purchase order follows normal approval processing. If you use Advanced Workflows for purchasing approvals, refer to Advanced Workflow Purchase Orders.

If you do not use Advanced Workflows, it may require the Purchase Orders For Approval page. Before using this page, you must enter criteria in the Purchase Order Approval page to identify the purchase orders you want. The system displays records based on the following factors:

The purchase orders must meet the criteria you enter.
You must be eligible to display and process approvals for the purchase order line items based on either approval group or account approval.
The system does not retrieve items that have already been approved, denied, or flagged for correction on the same level by you or other members of your approval group.

Menu Path

From the Purchasing menu, select Entry & Processing. From the Purchase Order Processing menu, select Approve/Deny Purchase Orders. The page that opens is determined by your organization.

Search For and Display Purchase Orders

After you select Approve/Deny Purchase Orders, if the Purchase Order Approval page opens, enter criteria identifying the purchase orders.
You can use query symbols in the page's Additional Approval Criteria section. For examples, refer to the Fields section.
Click OK to display the search results in the Purchase Orders For Approval Page.

Fields

Approval Criteria Section

Field

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 purchase orders you are eligible to view and approve.
L - Approved at Lower Level - Limits the search to purchase order items approved at levels lower than yours.

Required

Checkbox determining whether the system should only retrieve purchase order items that require your approval.

Select the field if you only want to see purchase orders requiring your approval. Leave the field blank to retrieve purchase orders where your approval is either required or optional.

Additional Approval Criteria Section

These fields allow using query symbols. For example, in the Purchase Order Number field:

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.

Field	Description
Purchase Order Number	Number identifying the purchase order. The field's title is defined in the Fund Accounting profile.
Approval	Code identifying the purchase order approval group, as defined in Purchasing's Approval table. The field's 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. You can use the field's Lookup button to search for and select a code.
Issued	Date the purchase order was created.
Ship Code	Code identifying the destination where the purchased items should be delivered, as defined in Purchasing's Shipping Table.
Year	Year that applies to the requisition. Requisitions generated from VPO can only be generated for the current year.