Notify Authorizer about Purchase Authorization

Explanation

This activity is used to run and schedule an event action to send notification messages to authorizers/acknowledgers about purchase authorizations. Four different types of messages can be sent. A message can be sent to notify the person who is the next authorizer/acknowledger of an authorization step. The message will list all the authorization steps that have this person as the next authorizer/acknowledger. When there are unauthorized steps that have reached the target date, scheduled messages can be sent to inform about these steps. A message can be sent to the originator i.e. the person who sends the purchase requisition or the buyer, about a purchase order that has been rejected as well as when the authorization is completed. The message will list all the purchase requisitions, purchase orders and purchase order change orders assigned to the originator which have now been rejected as well as those where the authorization is completed.

The two first messages will be sent to the substitutes for the authorizer/acknowledger of the authorization step as well as the authorizer. In case a step has been forwarded to another person the message will be sent to this person as well.

Prerequisites

• The authorizer/acknowledger must have the Notify User check box selected on the Purchase Authorization Basic Data/Authorizers tab.
•  An e-mail address must have been defined for the user and the user must be connected to the person on the Purchase Authorization Basic Data/Authorizers tab.
• The number of the target days must defined for the authorization steps on the Purchase Authorization Basic Data/Authorization Routing Templates tab.
• The relevant system defined event actions for each notification event should have been enabled. The event actions are as follows;
   

  Notification Event	Event IDs for Event Actions
  Notify next authorizer/ acknowledger	NEXT_AUTH_PUR_REQ_LINE NEXT_AUTH_PUR_ORDER NEXT_SUB_PUR_REQ_LINE NEXT_SUB_PUR_ORDER
  Notify target due date	TARGET_DATE_DUE_PR TARGET_DATE_DUE_PO TARGET_DATE_DUE_PR_SUB TARGET_DATE_DUE_PO_SUB
  Notify originator about rejection	NOTIFY_PR_REJECTED NOTIFY_PO_REJECTED NOTIFY_POCO_REJECTED
  Notify requisitioner/ buyer when the authorization is complete	NOTIFY_PR_AUTH_COMPLETED NOTIFY_PO_AUTH_COMPLETED

System Effects

Notification messages will be sent to the authorizers/acknowledgers in the company who have the Notify User check box selected.

Window

Notification Schedule

Related Window Descriptions

Notification Schedule - Purchase Authorization

Procedure

You can execute the job for notification messages either by direct execution (Procedure A) or by scheduling the task to execute as a background job (Procedure B).

Procedure A:

1. Open the Notification Schedule - Purchase Authorization window.
2. Enter the company for which you want to schedule the notifications in the Company field. Click List to select from the available list of companies.
3. If you want to send notification messages to persons who are the next authorizer/acknowledger on the authorization step, click Notify next authorizer/acknowledger.
4. If you want to send notification messages to persons who are the authorizer/acknowledger on the authorization steps that have exceeded the target dates, click Notify target date due.
5. If you want to send notification messages to persons who are originators of purchase requisitions or purchase orders that have been rejected, click Notify originator about rejection.
6. If you want to send notification messages to persons who are originators of purchase requisitions or purchase orders that have been authorized, click Notify requisitioner/buyer when the authorization is complete.
7. Click OK.

 Procedure B:

Click Schedule and follow the steps in the wizard.