Authorize Purchase Requisition

Explanation

The requisition line must be authorized before you can convert it to a purchase order. Note that this is only required if there exists an applicable purchase requisition authorization rule for any of the requisition lines. When the purchase requisition is authorized, it receives Authorized status.

Note that, when order code 5 (Express) is used, the purchase requisition line is automatically converted into a purchase order once it is fully authorized. The express purchase requisition is not addressed in this activity description.

Prerequisites

• A requisition header and at least one requisition line must have been entered and released.
• A supplier must have been specified for each part line.
• A supplier and a price must have been specified for each no-number part line. Note that, if an estimated price has been entered on the no-number part line, no supplier needs to be specified.
• The authorizer must be connected to your user ID. Do this in the Purchase Authorization Basic Data/Authorizers tab.
• The entire purchase requisition must have been activated, i.e., the header must have Released status.
• An applicable purchase requisition authorization rule with Released status must exist.

System Effects

• The requisition is authorized and ready to continue in the workflow. The status is updated from Released to Partially Authorized or Authorized.
• If the purchase requisition requires authorization of more than one person, the status is changed to Partially Authorized when one, and not all, authorizers has authorized the requisition.
• The same status changes are applicable to each line in the requisition, and as soon as a line has been fully authorized, i.e., receives Authorized status, you can convert it to a purchase order.
• If the company tax regime is VAT, the tax code for the part line will be retrieved from the purchase part, whilst the tax code for a no-part will be retrieved from the no-part line. Based on the amounts exclusive of tax fields, amounts inclusive of tax are automatically calculated and displayed in the respective fields. 
• If the Use Gross Amounts check box is selected, authorization will be performed by comparing the gross amount of the requisition line with the values entered in the Minimum and Maximum fields. 

Window

Purchase Requisition, Purchase Requisition Line Authorization

Related Window Descriptions                                            

Purchase Requisition
Purchase Requisition/Authorization
Purchase Requisition Line Authorization

Procedure

From the Purchase Requisition window:

1. Populate or query for the appropriate requisition.
2. If there are any requisition lines for which no supplier has been specified, enter the appropriate supplier for these lines.
3. Select the Authorization tab. In the left-hand side of the tab window, select the authorizer, authorization group, project role, position, or requisitioner for which you are authorizing. In the right-hand side of the tab, you can view all requisition lines this authorizer, authorization group, project role, position, or requisitioner has to authorize. Alternatively on the right-hand side of the tab you are able to select the specific lines that you wish to authorize.
4. Select Authorize/Acknowledge in the Operations menu.

From the Purchase Requisition Line Authorization window:

1. Populate or query for the appropriate requisition.
2. Select the lines you want to authorize.
3. Select Authorize/Acknowledge in the Operations menu.