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To Approve Tab
This tab displays on the PO Processing snap-in on your
.
You must be set up as a user who approves purchase orders to see data
in this tab.
If necessary, click the on the tab in order to see the
grid, which contains a list of the purchase orders that you need to approve.
After you select a purchase order on this tab, a pop-up
form appears that you use to approve, deny, or request a revision of the
purchase order. You can also enter free form notes.
Automatic Email of Approvals
The PO Processing snap-in automatically sends an email from the approver to the user that submits the purchase order for approval. The email is sent from the approver’s email address to the submitting user’s email address and tells the submitting user when the PO is approved, denied, or sent back for revision. The email includes Notes and the full authorization history.
The email addresses used are the email set up for the users in the System module. When no email is set up for the submitting or approving user (or both), the email cannot be sent and the approving user receives an error message so that he or she can investigate or notify the user who submitted the purchase order for approval.
More
Also, in these situations, the email stating approval/denial/revision needed is sent by the system automatically to the user who requests approval:
- When the purchase order is approved from the Purchaser Orders grid.
- When the purchase order is processed using the Quick Task application for iOS or Android.
Field Lists
Fields
PO ID
The purchase order number.
PO Date
The date for the purchase order.
Description
The purchase order description.
Amount
The amount for which the purchase order was issued.
Fields After Selecting a PO
Vendor Name / Address
The vendor name and address.
Authorization History
The authorization history of the purchase order.
Grid
PropertyCompany ID
The identification of the PropertyCompany
for which the purchase order was issued.
Job
The Job ID associated with the purchase order,
as set up in Cost Activity Descriptions.
NOTE that
Job, Phase, and Cost appear only when the Track
Jobs setting is turned on for this PropertyCompany.
Phase
The Phase number associated with the purchase
order, as set up in Cost Activity Descriptions.
NOTE that
Job, Phase, and Cost appear only when the Track
Jobs setting is turned on for this PropertyCompany.
Cost
The Cost code associated with the purchase order,
as set up in Cost Activity Descriptions.
NOTE that
Job, Phase, and Cost appear only when the Track
Jobs setting is turned on for this PropertyCompany.
Expense
The expense code to which the cost of this item
was allocated if the purchase order was approved.
Description
The purchase order description.
Date
The date the purchase order was issued.
Amount
The amount for which the purchase order was issued.
Message
The reason the purchase order is appearing in
PO Processing. The message "OK" is if the purchase order is
over the user's spending limit or "Budget" if the purchase order
is over the user's budget.
Budget Button
Select this
to display budget information.
Enter notes explaining approval, denial, or revision
request:
Enter a free-form justification. You can add note
about the approval or denial. You can enter requests for more information
or an explanation.
Buttons
Close
Select this
when you want to close the page without saving changes.
Approve
Select this button to approve the purchase order.
Your Dashboard snap-in displays again without the purchase order. The
approved purchase order appears in PO Processing on the Dashboard of the
user who entered the purchase order. Once fully invoiced, a purchase order
will be automatically hidden and will not appear on the Dashboard.
Deny
Select this button to deny the purchase order.
Your Dashboard snap-in displays again without the purchase order. The
denied purchase order appears in PO Processing on the Dashboard of the
user who entered the purchase order. Denied purchase orders are not automatically
hidden on the Dashboard, so they must be manually
hidden.
Revise
Select this button to request that the purchase
order be revised. Your snap-in displays again without the purchase order
in the To Approve tab. The request for the revision of the purchase order
appears in the PO Processing snap-in To Revise tab of the user who entered
the purchase order.
Procedures
To Approve a Purchase Order
- If necessary,
select the To Approve tab in the
PO Processing snap-in. The To Approve grid appears.
- Select the link for the purchase order you want
to approve. The Approve/Deny tab appears.
- View the Authorization History if desired.
- Select the Budget button to display budget information.
Refer to
for more information.
- At Enter
notes explaining approval, denial, or revision request, enter notes
that provide justification for your actions.
- Make any changes
necessary and then select the Approve button.
The snap-in appears again without the purchase order in your To Approve
tab; the purchase order now appears in your Approved
tab.
Also, the approved purchase order appears in the Approved tab of
the user who entered the purchase order.
To Deny a Purchase Order
- If necessary,
select the To Approve tab in the
PO Processing snap-in. The To Approve grid appears.
- Select the link for the purchase order you want
to deny in the PO ID column of the PO Processing snap-in. The Approve/Deny
tab displays.
- View the Authorization History,
if desired.
- Select the Budget button to display budget information.
Refer to
for more information.
- At Enter
notes explaining approval, denial, or revision request, enter notes
that provide justification for your actions
- Select the Deny button. The snap-in appears again without the
purchase order in your To Approve tab; the purchase order now appears
in your Denied tab.
Also, the approved purchase order appears in the Denied tab of
the user who entered the purchase order.
Denied purchase orders are not automatically hidden on the Dashboard
snap-in, so they must be manually hidden.
To Request a Revision of a Purchase Order
- If necessary,
select the To Approve tab in the
PO Processing snap-in. The To Approve grid appears.
- Select the link for the purchase order you want
to have revised. The Approve/Deny tab appears.
- View the Authorization
History if desired.
- Select the Budget button to display budget information.
Refer to
for more information.
- At Enter
notes explaining approval, denial, or revision request, enter a
free-form justification.
- Select the Revise button. The snap-in appears again without the
purchase order in your To Approve tab; the purchase order now appears
in your To Revise tab.
Also, the approved purchase order appears in the To Revise tab
of the user who entered the purchase order.
See Also
Purchase
Order Approval
To Revise
Tab
Approved Tab
Require
Approval Tab
Denied Tab
Filter Button