Authorize Purchase Order or Purchase Order Changes
Explanation
A purchase order or a purchase order change order
that has retrieved authorization steps (lines) from an authorization
routing template is locked, i.e., cannot be
handled, until it has been authorized by one or several authorizers. It can also
be authorized by an authorizer who is a member of an authorization group, an
authorizer who is assigned to a project role,
a position or is a buyer. The
purchase order authorization can be performed both in the
Purchase Order/Authorization tab and in the Purchase Order
Authorization
window. The purchase order change order can be authorized in the
Purchase Order Change Order/Authorization tab as well as the
Purchase Order
Authorization
window. You can only authorize those lines for which you are responsible.
It is possible to revoke your authorization in the same
windows in which you can perform the authorization. Revoking a previously made
authorization is possible for purchase orders in status Planned, Released, or
Confirmed and purchase order change orders in
status Released or Authorized.
Prerequisites
- The authorization routing template either must have been manually retrieved by using
Select Authorization Routing Template in the Operations menu in
the Purchase Order window or
automatically retrieved when you tried to release the purchase order or by
using Fetch Authorization Rule in the Operations menu in the
Purchase Order window. For a purchase
order change order, the authorization routing template is
retrieved when the Select Authorization Routing
Template option in the Operations menu is selected in Purchase Order Change Order
window or automatically retrieved when the purchase order change order is
set to Release.
- To be able to authorize the purchase order or change
order, you must have been entered in the Purchase Authorization Basic
Data/Authorizers window and logged on to the system with your
own user ID.
- To be able to authorize purchase orders or change
orders in the name of a specific authorization group, you
must have been entered as a member of that authorization group in
Purchase Authorization Basic Data/Authorization
Groups.
- To be able to authorize purchase orders or change
orders in the name of a specific
project role, you need to have been assigned to that project role in the
Project Details/Role Assignments tab or the Project
Info/Role Assignment tab.
- To be able to authorize purchase orders or change
orders in the name of a specific
position, you need to have been assigned to that position in the
Employee Files/Employment/Assignments tab.
- To be able to authorize purchase orders or change
orders in the name of the buyer, you
need to have been assigned to that buyer on the purchase order
or change order in the
Purchase Order or Purchase Order
Change Order window.
- To be able to authorize a step on behalf of another authorizer, you need
to have been defined as a substitute for that authorizer in the
Substitutes window.
System Effects
- For each authorized line, the system automatically fills in the name of the authorizer and the
authorization
date.
- For a purchase order, when all authorization lines have been authorized,
the purchase order can be released.
- For a purchase order change order, when all lines
have been authorized, the status of the change order is changed to
Authorized and it is possible to process the changes from the change
order to the purchase order.
Window
Purchase Order
Purchase Order Change Order
Purchase Order
Authorization
Related Window Descriptions
Purchase Order
Purchase Order/Authorization
Purchase Order Change Order
Purchase Order Change Order/Authorization
Purchase Order Authorization
Procedure
Authorize purchase orders from the Purchase
Order/Authorization
tab:
- Populate or query for the appropriate purchase order. Select the Purchase
Order/Authorization tab.
- Select Authorize/Acknowledger in the
right mouse button menu.
Authorize purchase order change orders from the Purchase
Order Change Order/Authorization
tab:
- Populate or query for the appropriate purchase order
change order. Select the Purchase
Order Change Order/Authorization tab.
- Select Authorize/Acknowledger in the
right mouse button menu.
Authorize purchase orders or purchase order change
order from the Purchase Order Authorization window:
- Populate or query for the appropriate purchase order(s) or change order(s).
- Select the authorization lines you want to
authorize.
- Select Authorize/Acknowledger in the
right mouse button menu.
Optional step (remember to save your entries):
- Select the the line and click on Authorization Notes
in the right mouse button menu to enter a note for the specific
authorization.