Purchase Order Apprvals Wrkflw Guide
Purchase Order Apprvals may nw be activated fr use with Webvantage Purchase Orders nly. Setup and activatin is dne in Advantage Maintenance. This dcument describes the prcess wrkflw. Security Settings Restrict rights t create and mdify Purchase Orders based n the emplyee by checking ff the ptin Limit PO s t Emplyee Cde Attached? ptin in Security. When this ptin is checked, the emplyee lgged in will be limited t: Creating purchase rders fr themselves (Issued By defaults t the emplyee lgged in and cannt be changed). Mdifying purchase rders they have created (their emplyee cde is in the Issued By field). Purchase Order Apprval Maintenance Setup ne r multiple PO Apprval Rule Cdes. Pssibly create rule cdes t use by department r emplyee grup types. Within each PO Apprval Rule Cde, add an unlimited number f levels t check based n the PO Ttal. Levels are represented by a minimum and maximum dllar amunt. T send an Apprval Request t multiple apprvers, setup multiple levels as in the example fr the 10,000 t 999,999.00 levels. Within each PO Apprval Rule Cde Level, add a Primary Apprver and an unlimited number f Alternate Apprvers. The Primary Apprver is used unless marked ut n the In/Out Bard prgram. The first Alternate Apprver fund that is in based n the In/Out Bard prgram will be used. Updated 01/25/2016 Page 2 f 6
Emplyee Maintenance Establish a PO Amunt Limit and a PO Apprval Rule Cde fr each emplyee t determine what circumstances will prmpt an apprval when a PO is created. 0 = Every PO must have apprval Null = N PO needs apprval If a cde is applied = Assumes that Null means 0 and every PO must have apprval. Optinally assign the PO Apprval Rule Cde at the Department Level and make that Department the primary ne fr the emplyee. (Set the PO Apprval Cde in Department/Team Maintenance if yu want t avid setting ne up fr each emplyee). Nte: If the PO Apprval Rule Cde exists at the Emplyee level, it is used. If nt, the system checks the emplyee s default Department/Team cde fr the Rule. If it exists there, it is used. If nne is fund, PO Apprval is nt required. Purchase Orders When an emplyee creates a Purchase Order and if they have any limitatins (such as a dllar amunt limit r a PO Apprval Rule Cde), the PO Number will nt be revealed and the PO may nt be printed unless it falls within acceptable parameters after saving, r unless the PO is submitted fr apprval and apprved by all apprvers. Place muse ver the Pending label t view pending apprvals. Purchase Orders cannt be mdified nce the apprval request is submitted. Updated 01/25/2016 Page 3 f 6
Use the Cancel Apprval buttn t cancel the apprval request, make change, and re-submit. When this ccurs, a new Alert is generated and the ld becmes invalid. If a PO Apprval request has been cancelled and the apprver clicks n the riginal Alert generated, they will receive a message that the apprval was cancelled and/r resubmitted. The Apprval Request Apprvers will receive an Alert ntifying them that an apprval has been requested. If multiple apprvers are invlved, all will receive the same ntice. If the primary apprver is nt in based n the In/Out Bard prgram, the first available Alternate Apprver is used. Apprvers are ntified via email and Alert depending n their settings. Updated 01/25/2016 Page 4 f 6
The Alert r Email message includes purchase rder details and a PDF cpy f the actual PO. The infrmatin prvided includes a cmparisn f the budget r apprved estimate and purchases t date. This infrmatin can be used t make a decisin as t whether r nt the PO shuld be apprved. There is enugh infrmatin in the bdy f the message t apprve the purchase rder withut pening it. The Email message cntains a link t the Alert screen where apprval may be made. Frm the Alert screen, each apprver will access the apprval ptins. A special Apprval tab is available n the Alert fr the apprver t use. The apprver may apprve r deny the request and add cmments. If there are multiple apprvals required, each ne will need t be cmpleted befre the PO can be printed. Hwever, a single Denied cmmand will place the purchase rder in Denied status and pen up ptins fr editing and re-submitting. Apprve Click n the Apprve buttn if the purchase rder is apprved as is and n changes are required. All apprvers must reply using the Apprve buttn fr the purchase rder t becme printable. Apprved purchase rders are nt editable with the exceptin f cmments. Apprved purchase rders may be cancelled and re-submitted fr apprval if changes are required. Use the Cancel Apprval ptin n the tlbar. Deny Click n the Deny buttn if the purchase rder requires changes. Only ne apprver need deny a request in rder fr the purchase rder t becme editable. Changes may be made and the purchase rder may then be re-submitted fr apprval. Cmments (Cmments Buttn) If cmments are made n this Alert, they are available fr ther apprvers wh will view the request. These cmments are nt sent t the requester n the new Alert. Updated 01/25/2016 Page 5 f 6
The Apprval Ntificatin The requester is ntified with a new Alert when the purchase rder is either apprved r denied (by each apprver). The Alert cntains a message indicating ther apprvers that need t respnd. The requester may access the purchase rder frm the Alert via link within the Alert r by searching fr apprved/denied purchase rders in the PO applicatin. Once apprved, the emplyee can print the Purchase Order. Apprved Purchase Orders may nt be edited with the exceptin f cmments. If an apprved Purchase Order needs t be mdified, the apprver can deny the purchase rder request frm the riginal Alert. If denied, the requester can mdify the Purchase Order fllwing instructins prvided in the apprval cmments by the apprver and re-submit the Purchase Order fr apprval. Updated 01/25/2016 Page 6 f 6