PO Approval: Securing Approvals from Your Users

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Philomena Gaines
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1 By Brian Gilbert, Klee Associates, Inc. Editor s Note: Anyone who s worked in an order department or in purchasing can certainly appreciate this tip presented by Brian Gilbert, our EDI expert. PO approvals can give you the peace of mind that orders have not only been placed, but placed correctly and can be rejected accordingly as well. Brian shows you how in JD Edwards EnterpriseOne, it is possible, with some configuration, to set up such a process so that your users can give their virtual thumbs up to their POs. Introduction Someday in the near future, if it hasn t happened already, one of your suppliers will request, or perhaps insist, that you send them purchase orders via EDI, and not by fax, mail, or other methods once considered conventional. Chances are, when this happens, you ll want to verify that this PO is received and received correctly. JD Edwards EnterpriseOne provides the required EDI functionality, along with the ability to set up a security or protection process that ensures that a PO being created for that supplier requires approval by a designated employee. (The screen shots used in this article are from EnterpriseOne version ) The approval process requires some JDE configuration changes, including some activity rule revisions, the use of an approval workflow, and an approval / rejection process. In this article, we will demonstrate, step by step, how to set up the approval / rejection process. This is the first in a two-part series; next issue, we ll discuss outbound EDI 850. Here is a summary of these setup steps we ll cover: 1.) Verify and revise the order activity rule statuses to allow for PO line approval or rejection prior to PO printing and to force the need for re-approval if a modification is made after approval. 2,) Create a New Version of P4310 for the Approval Process, with revised processing options to activate the approval / rejection processing. 3.) Create an Approval Route Code for the Approver 3a).Change a processing option in program P Approval Level Revisions. 3b) Change the processing options in P Approval Review. 4.) Assign the Approval Route Code to the required Branch/Plant record. 5.) Test the Approval/Rejection Process Copyright 2007 Klee Associates, Inc. Page 1

2 1.) Verify and Revise Order Activity Rule Status The first task is verifying and revising the order activity rule statuses.. Note: For the sake of brevity, we will focus on Line Type = S only, but other line types (e.g. line T for text and N for non-stock) that your company may utilize would also require the same revisions. Figure 1 shows the menu path and Figure 2 is the before revisions screen shot. Figure 1 Menu Accessing Order Activity Rules Copyright 2007 Klee Associates, Inc. Page 2

Figure 3 OP Line Type S Order Activity Rules AFTER Note: As shown in Figure 3, we have entered a status of 225 (rejection) as the Other1 status for Last Status 230.

4 Figure 3 OP Line Type S Order Activity Rules AFTER Note: As shown in Figure 3, we have entered a status of 225 (rejection) as the Other1 status for Last Status 230. We have also entered a status of 230 as the Other2 status, to allow a PO line to be rejected or not; if rejected, we ve allowed it to be eligible for revision/correction and subsequent approval. We have also changed Last Status 280 to allow next status Other1 to be 230 so that, if someone modifies the PO after it is approved, but before it is printed, the PO will require approval again. As you will soon see below, the user will not be able to generate an outbound 850 until the PO has been approved (next status 280) and then printed (next status 400). Copyright 2007 Klee Associates, Inc. Page 4

5 2.) Create a New Version of P4310 for Approval Process Now we ll create a new version of the PO create P4310. This is to be used by the employee creating new POs for the supplier requiring approval prior to the generation of an EDI 850. We will use fastpath IA for interactive versions, and copy version ZJDE0001 (see Figure 4), and then change the processing options. Figure 4 Creating a New Version of P4310 for the Approval Process Next, we ll make the following processing option changes: Tab From To Default Override Next Status (Figure 5) Approvals (Figure 6) Blank (no approval route code) 3 approval route code by branch/plant (recommended option) Copyright 2007 Klee Associates, Inc. Page 5

Figure 5 Processing Option Change for Override

Figure 6 Processing Option Change for Route Code Thus, new POs are created using this P4310 version, which, in conjunction with the revised activity rules shown in Figure 3, create

7 Figure 6 Processing Option Change for Route Code Thus, new POs are created using this P4310 version, which, in conjunction with the revised activity rules shown in Figure 3, create new PO lines in status 220/230. The 230 status sets up the PO to require approval by the designated employee before the PO can be printed. Copyright 2007 Klee Associates, Inc. Page 7

8 3.) Create an Approval Route Code for the Approver Next, we ll create an Approval Route Code via menu G43A13, using fastpath: Figure 7 Menu G43A13 The first step is to change the processing options of a few programs in this menu: 3a) Change a Processing Option in P Approval Level Revisions. First, the highlighted program shown in Figure 7 Approval Level Revisions - P43008 has its only processing option changed from OR (the order type for Requisitions) to OP (the order type for purchase orders); this is because we are dealing with purchase orders in this paper and not requisitions (see Figure 8). However, please note that Requisitions could also be set up to require approval. Copyright 2007 Klee Associates, Inc. Page 8

10 3b) Change the Processing Options in P Approval Review. Second, in the highlighted program shown in Figure 9 Approval Review - P43081, change processing options in the Process Tab, the Defaults Tab and the Versions Tab to match those respectively shown in Figures 10, 11, and 12. Figure 9--Menu Option Approval Review P43081 Copyright 2007 Klee Associates, Inc. Page 10

11 Figure 10 Process Tab Option Changes for Approval Review P43081 Thus, POs awaiting approval are in status 220/230. The Approval Review program can be utilized to view these POs, and hence their PO lines, queued for approval. The approver can approve or reject the PO line items. If the PO line items are approved, these line items are then promoted to 230/280, and the user would be able to print a PO with these PO lines. If the PO is subsequently modified by the originator prior to print the PO, the PO lines modified have their status changed to 280/230 and thus these lines would now require the approver s approval once more, before any these PO lines could be printed on a PO. If the approver rejects PO line item(s), the rejected line item(s) gets a status of 230/225, and the rejected PO must now require that the PO originator make the necessary revisions to the rejected line(s) via the PO create program P4310, version TEST0001. Copyright 2007 Klee Associates, Inc. Page 11

12 Figure 11 Defaults Tab Option Changes for Approval Review P43081 Again, we ll set the order type to OP since we are dealing with purchase orders, not requisitions (see Figure 11). Copyright 2007 Klee Associates, Inc. Page 12

Figure 12--Versions Tab Option Changes for Approval Review P43081 Set the Order Entry version of P4310 to point to the new version of P4310, TEST0001, that we created earlier.

13 Figure 12--Versions Tab Option Changes for Approval Review P43081 Set the Order Entry version of P4310 to point to the new version of P4310, TEST0001, that we created earlier. Make sure Budget Comparison and Release Held Orders are blank. Set the Open Order Inquiry, also P4310, to point to the version TEST0001 (see Figure 12). Now, double click menu option Approval Level Revisions P43008, and click + to add an approval route code, for order type OP (see Figure 13), for JD - the approver employee John Doe, as shown in Figure 14. Copyright 2007 Klee Associates, Inc. Page 13

Figure 13 P43008 Initial Screen Access to Add an Approval Route Code

Figure 14 Creating an Approval Route Code Note: The "from amount" field can be used to give approval authority for different PO dollar value amounts to different

15 Figure 14 Creating an Approval Route Code Note: The "from amount" field can be used to give approval authority for different PO dollar value amounts to different employees, based upon the dollar value of the PO to be approved. Now click OK to save the new Approval Route Code route code JD. Copyright 2007 Klee Associates, Inc. Page 15

4.) Assign the Approval Route Code to the Required Branch/Plant Record Next, we will assign the JD Approval Route Code to the required Branch/Plant record,

16 4.) Assign the Approval Route Code to the Required Branch/Plant Record Next, we will assign the JD Approval Route Code to the required Branch/Plant record, BP = 30. Go to Fastpath menu = G4241, then enter (see Figure 15). Figure 15 Menu Access to Branch / Plant Constants Copyright 2007 Klee Associates, Inc. Page 16

17 Figure 16 Accessing Branch/Plant 30 Record Click select on the highlighted record (see Figure 16) and set the blank Approval Route Code in the bottom right hand corner to JD (see Figure 17). Copyright 2007 Klee Associates, Inc. Page 17

Figure 17 Setting the Approval Route Code Click

19 5.) Test Approval/Rejection Process The approval process flow setup has been completed. We will now create a PO, as employee 2006 (Dan Smith), using the new version of P4310, TEST0001 and try the approval / reject process. We ll start with the screen shown in Figure 18. Figure 18 Creating a PO Header New PO 4847 is created with 2 lines, each of which has status 220/230 (see Figure 19). Copyright 2007 Klee Associates, Inc. Page 19

Figure 19 Creating PO Detail Line Items Note the status of the 2 detail lines 220/230. Click OK to save/create PO # 4847. Employee 2006 (Dan Smith) was the PO originator.

20 Figure 19 Creating PO Detail Line Items Note the status of the 2 detail lines 220/230. Click OK to save/create PO # Employee 2006 (Dan Smith) was the PO originator. Now, we will exit JDE and return as approver employee 1001 (John Doe). Logged in as John Doe, we will view POs queued for approval; click on menu option P43081, Approval review, in menu G43A13, and then click FIND : Copyright 2007 Klee Associates, Inc. Page 20

21 Figure 20 Approval Review Screen Showing PO Requiring Approval Note: The PO originator and the approver (address number and name) are both shown in Figure 20. Now, highlight the row and double click it (see Figure 21). Copyright 2007 Klee Associates, Inc. Page 21

Figure 21 PO Details Approver Can View Now, as approver John Doe, we can reject a PO line by highlighting the row to be rejected and then clicking the row exit bar s REJECT.

22 Figure 21 PO Details Approver Can View Now, as approver John Doe, we can reject a PO line by highlighting the row to be rejected and then clicking the row exit bar s REJECT. If even one line item is rejected, the entire PO is flagged as rejected. Hence, the originator must now revise the PO via P4310 version TEST0001, per the approver s reasons, to have it eligible once again for approval. When an approver rejects a line, the reasons for why can be specified and the rejected line s status changes from 220/230 to 230/225. This rejected line may be amended by the originator and then the entire PO will once again be eligible for approval. The status of any lines not rejected will remain at 220/230. If the approver rejects no lines, effectively approving the PO, the lines status will change from 220/230 to 220/280. These PO lines can now be printed. However, the originator can still decide to further revise an approved PO line, prior to PO print. In this case, the revised PO lines status will change from 230/280 to 280/230, and will once again require the approver s approval.. The status of the line not revised will stay at 230/280, but when the PO is saved, this line will also have its status changed by the P4310 program to 280/230. The approver has another option which is to double click on Review Approval Notification in the same menu G43A13 and the open the message category Electronic Workbench as shown in Figure 22. (By the way, this is really just another way to access the Work Center other than from the exit bar s Tools.) Copyright 2007 Klee Associates, Inc. Page 22

Figure 22 PO Approval Required Notification By clicking on the bolded message JDE_Req Approval

24 Figure 23 PO Approval Required Notification Details Now, click on the JDE OneWorld icon in the center section (entitled Purchase Order Re...) and then click on the underlined text that appears in the right hand side entitled Purchase Order Requisition Approval. Copyright 2007 Klee Associates, Inc. Page 24

Figure 24 Access to PO Approval Note: By clicking on the underlined text viewed in the right hand side, you ll retrieve a screen identical to the one shown in Figure 21.

25 Figure 24 Access to PO Approval Note: By clicking on the underlined text viewed in the right hand side, you ll retrieve a screen identical to the one shown in Figure 21. Now, for our test, we will reject the first line: Highlight the first row Click on the Row Exit Bar s Reject button, indicating a reason (see Figure 25) Verify that all lines get a rejected status of next status = 225 Copyright 2007 Klee Associates, Inc. Page 25

26 Figure 25 Specifying a Rejection Reason Click OK. Now, we ll exit and return as employee Again, we ll access Review Approval Notification in menu G43A13 and the open the message category Electronic Workbench. Copyright 2007 Klee Associates, Inc. Page 26

28 Figure 27 PO Rejection Notification Details Now, click on the JDE OneWorld icon in the center section (entitled Purchase Order Re...) and then on the underlined text that appears in the right side entitled Purchase Order Requisition Approval. The screen shown in Figure 24 appears. Again, we ll click on the underlined text on the right to retrieve the screen shown in Figure 21. Optionally, by using Approval Review from menu G43A13, and clicking Rejected on the right side of the screen, the originator 2006 (Dan Smith) can retrieve / view rejected POs (see Figure 28). Copyright 2007 Klee Associates, Inc. Page 28

Figure 29 View Rejection Reasons The originator now sees that the approver has requested the quantity for PO 4847 line item 1.

30 Figure 29 View Rejection Reasons The originator now sees that the approver has requested the quantity for PO 4847 line item be increased from 1 to 3. So, the originator now returns to program P4310, version TEST0001, PO create, to make the required change. Copyright 2007 Klee Associates, Inc. Page 30

31 Figure 30 Revising the PO as Requested Note the line statuses before clicking OK. Now, click OK. Note the new line status for line 1.000, by re-inquiring as shown in Figure 31. Copyright 2007 Klee Associates, Inc. Page 31

32 Figure 31 Revised PO Ready for Approval Again The order is now ready for approval again by the approver. This time, however, the PO will show as amended. Copyright 2007 Klee Associates, Inc. Page 32

33 Figure 32--View Amended PO Highlight and double click on the row now showing as amended (Please note the < symbol in the Chg Ln field, as shown in Figure 33). Copyright 2007 Klee Associates, Inc. Page 33

34 Figure 33 View Amended PO Details If the PO is approved this time, the line statuses both advance to next status 280, allowing the originator to print this PO. Note: Should the originator modify the PO again after approval, and prior to printing, the PO will again require approval by the approver before it can be printed.. Click Form Exit Bar tab and Approve button to approve the PO. Originator can now see that PO is approved (see Figure 34). Copyright 2007 Klee Associates, Inc. Page 34

35 Figure 34 View Approved PO The originator can now print PO 4847, so that the statuses are 280/400. Conclusion So there you have it. We have shown, step by step, how to create a security process to ensure that an employee (the approver) is required to approve or reject a new PO before it can be sent via EDI to a supplier. We have attempted to provide as much detail as is reasonably possible in order to demonstrate the required set up. In the next issue of JDEtips Journal, we will show you how to set up an outbound EDI PO 850 for a PO that has been approved and printed, as described above. We sincerely hope that the functionality we have described above is something you can utilize now, or in the near future, to help make your purchasing process more efficient. Brian Gilbert, Klee Associates, Inc., is a professional IT consultant based in Montreal, Canada. He has over 35 years of IT experience, of which more than 20 years has been spent consulting to clients in all industries. He has 10 years of JD Edwards OneWorld/Peoplesoft Enterprise One functional/application experience in the Distribution modules, which encompasses sales order processing, inventory, purchasing and EDI. Brian has successfully project-managed several JD Edwards implementations from beginning to end. He has authored numerous computer-related articles for various publications and newsletters and he has been a frequent guest host on Copyright 2007 Klee Associates, Inc. Page 35

36 popular radio talk shows in the Montreal area. Brian is the JDEtips HelpDesk lead consultant for JD Edwards Distribution issues, providing high quality HelpDesk support remotely for JDEtips clients, via the Internet. You may contact the author at Be sure to mention the author s name and/or the article title. The use of JDE is granted to Klee Associates, Inc. by permission from J.D. Edwards World Source Company. The information on this Website and in our publications is the copyrighted work of Klee Associates, Inc. and is owned by Klee Associates, Inc. NO WARRANTY: This documentation is delivered as is, and Klee Associates, Inc. makes no warranty as to its accuracy or use. Any use of this documentation is at the risk of the user. Although we make every good faith effort to ensure accuracy, this document may include technical or other inaccuracies or typographical errors. Klee Associates, Inc. reserves the right to make changes without prior notice. NO AFFILIATION: Klee Associates, Inc. and this publication are not affiliated with or endorsed by J.D. Edwards & Company. J.D. Edwards software referenced on this site is furnished under license agreements between J.D. Edwards & Company and their customers and can be used only within the terms of such agreements. J.D. Edwards is a registered trademark of J.D. Edwards & Company. JDE and OneWorld are registered trademarks of J.D. Edwards World Source Company. WorldSoftware is a trademark of J.D. Edwards World Source Company. Klee Associates, Inc. and this publication are not affiliated with or endorsed by PeopleSoft, Inc. PeopleSoft, the PeopleSoft logo, PeopleTools, PS/nVision, PeopleCode, PeopleBooks, PeopleSoft EnterpriseOne, and PeopleSoft World are registered trademarks of PeopleSoft, Inc. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Klee Associates, Inc., is not affiliated with or endorsed by Oracle Corporation. All other company and product names used herein may be trademarks or registered trademarks of their respective owners. Copyright 2007 Klee Associates, Inc. Page 36

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Kanban Check-In. Enter/Scan Plant. Enter/Scan Card Number. Enter/Scan Shift. End Transaction Kanban Check-In Begin Transaction Enter/Scan Plant Enter/Scan Kanban ID Enter/Scan Card Number Display Item Display Description 1 Display Quantity Enter/Scan Employee Number Enter/Scan Shift End Transaction