Open PO’s Waiting for Approval to Send – Menu option 4111

The Open PO’s Waiting for Approval to Send screen displays Purchase Orders that the system has determined requires management approval before sending to the vendor.

And then allows a manager to approve the Purchase Order and release to send.

Reasons a Purchase Order may be put on Approval Hold.

1) An item on the Purchase Order has never before been ordered for the requesting warehouse.

2) An item on the Purchase Order has an order quantity greater than the quantity short as determined by the Smart PO program.

3) An item on the Purchase Order has had 5 or fewer customer orders for this item in the past.

You can sort the listed Purchase Orders by Purchase Order number, or by vendor by changing the Sort by option.

The LVL column identifies the Approval level the Purchase Order is at.

LVL1 means the Purchase Order is awaiting for Purchasing manager approval, LVL2 means the Purchase Order is awaiting on Business Manager approval.

APPD means the Purchase Order has already been approved for sending to the vendor.

DELD means the Purchase Order was Deleted by the Purchasing Manager or a Business Manager.

The Purchasing Manager and Business Managers will see all Purchase Orders waiting for approval.

Any user with Inquiry-only access will see Purchase Orders at both levels, but cannot approve or delete any Purchase Orders.

Corporate buyers with inquiry-only access will only see their Purchase Orders. Branch users, with inquiry-only access, at the branch level

will see all Purchase Orders from there division, parent branch and associated twigs. Twig users, with inquiry-only access, will only see

Purchase Orders from there twig.

The pending Purchase Order display can be limited to a specific Branch, Buyer, or Vendor by entering the desired selection in the fields above each column.

The default display is to only show Purchase Orders that are awaiting approval, at level LVL1 or LVL2.

The user can also select to display a specific Purchase Order by entering the Purchase Order number above the column Purchase Order column.

If a specific Purchase Order is requested for display, and has gone through the approval process, the Purchase Order will display no matter the

approval status. This allow the user to review the approval history of approved Purchase Orders.

If a Purchase Order has been approved, the only options available on the 4111 screen are for Purchase Order inquiry or to review the approval notes.

From the Purchase Order Approval screen, you have the options to:

P - View the Purchase Order (calls menu option 4910)

N - Review any Approval related notes for the Purchase Order.

A – Approve the Purchase Order to be sent to the vendor. (Users with approval authority).

2 – Send the Purchase Order to the desired Business Manager for further approval. (Users with approval authority).

D – Delete the Purchase Order before it is sent . (Users with delete authority).

If Option N is selected, the Purchase Order Approval Notes screen will display:

The notes will tell why the Purchase Order was put on approval hold, and any changes to the approval status.

Plus, any additional notes that users may feel necessary.

The user can add notes to the approval processing by pressing F6. A window screen will display so that additional comments can be added.

Up to 5 lines can be entered per display. Press F5 to save the new notes, or F12 to cancel entry.

If Option A is selected to approve the Purchase Order, a window screen will display to verify the approval selection:

Enter a ‘Y’ to approve the Purchase Order or ENTER to not approve.

If ‘Y’ is selected the Purchase Order is released from approval hold. The Purchase Order will no longer display on the pending approval screen.

An Email is sent to the buyer on the Purchase Order to notify that the Purchase Order has been approved.

And, if the vendor is an EDI vendor, the prompt screen to print the Purchase Order is displayed (same as menu option 4140) if needed. If the vendor is not an EDI vendor, the Email prompt screen is displayed to allow the Purchase Order to be Emailed (same as menu option 4145).

If Option D is selected to delete the Purchase Order, a window screen will display to verify the deletion.

Enter ‘Y’ to delete the Purchase Order or ENTER to keep the Purchase Order.

An Email is sent to the buyer on the Purchase Order to notify that the Purchase Order has been deleted.

If Option 2 is selected to send the Purchase Order to a Business Manager for second level approval, a window screen will display to select the Business Manager to send the approval request to:

Enter ‘1’ by the desired Business Manager or Managers to request approval and press ENTER, or F12 to cancel.

If a Business Manager is selected, the approval level of the Purchase Order is change to level 2 (LVL2), and an Email is sent to the selected Business Manager(s) informing them that their approval is required.

Also, if a Purchase Order is at level 2, Option 2 can be used to send the Purchase Order to another Business Manager. Such as when the Business Manager assigned to this Purchase Order is not correct, or another Business Manager needs to review the Purchase Order.