Authorize Purchase Order or Purchase Order Changes

Explanation

A purchase order or a purchase order change order that has retrieved authorization steps (lines) from an authorization routing template is locked, i.e., cannot be handled, until it has been authorized by one or several authorizers. It can also be authorized by an authorizer who is a member of an authorization group, an authorizer who is assigned to a project role, a position or is a buyer. The purchase order authorization can be performed both in the Purchase Order/Authorization tab and in the Purchase Order Authorization window. The purchase order change order can be authorized in the Purchase Order Change Order/Authorization tab as well as the Purchase Order Authorization window. You can only authorize those lines for which you are responsible.

It is possible to revoke your authorization in the same windows in which you can perform the authorization. Revoking a previously made authorization is possible for purchase orders in status Planned, Released, or Confirmed and purchase order change orders in status Released or Authorized.

Prerequisites

• The authorization routing template either must have been manually retrieved by using Select Authorization Routing Template in the Operations menu in the Purchase Order window or automatically retrieved when you tried to release the purchase order or by using Fetch Authorization Rule in the Operations menu in the Purchase Order window. For a purchase order change order, the authorization routing template is retrieved when the Select Authorization Routing Template option in the Operations menu is selected in Purchase Order Change Order window or automatically retrieved when the purchase order change order is set to Release.
• To be able to authorize the purchase order or change order, you must have been entered in the Purchase Authorization Basic Data/Authorizers window and logged on to the system with your own user ID.
• To be able to authorize purchase orders or change orders in the name of a specific authorization group, you must have been entered as a member of that authorization group in Purchase Authorization Basic Data/Authorization Groups.
• To be able to authorize purchase orders or change orders in the name of a specific project role, you need to have been assigned to that project role in the Project Details/Role Assignments tab or the Project Info/Role Assignment tab.
• To be able to authorize purchase orders or change orders in the name of a specific position, you need to have been assigned to that position in the Employee Files/Employment/Assignments tab.
• To be able to authorize purchase orders or change orders in the name of the buyer, you need to have been assigned to that buyer on the purchase order or change order in the Purchase Order or Purchase Order Change Order window.
• To be able to authorize a step on behalf of another authorizer, you need to have been defined as a substitute for that authorizer in the Substitutes window.

System Effects

• For each authorized line, the system automatically fills in the name of the authorizer and the authorization date.
• For a purchase order, when all authorization lines have been authorized, the purchase order can be released.
• For a purchase order change order, when all lines have been authorized, the status of the change order is changed to Authorized and it is possible to process the changes from the change order to the purchase order.

Window

Purchase Order
Purchase Order Change Order
Purchase Order Authorization

Related Window Descriptions

Purchase Order
Purchase Order/Authorization
Purchase Order Change Order
Purchase Order Change Order/Authorization
Purchase Order Authorization

Procedure

Authorize purchase orders from the Purchase Order/Authorization tab:

1. Populate or query for the appropriate purchase order. Select the Purchase Order/Authorization tab.
2. Select Authorize/Acknowledger in the right mouse button menu.

Authorize purchase order change orders from the Purchase Order Change Order/Authorization tab:

1. Populate or query for the appropriate purchase order change order. Select the Purchase Order Change Order/Authorization tab.
2. Select Authorize/Acknowledger in the right mouse button menu.

Authorize purchase orders or purchase order change order from the Purchase Order Authorization window:

1. Populate or query for the appropriate purchase order(s) or change order(s).
2. Select the authorization lines you want to authorize.
3. Select Authorize/Acknowledger in the right mouse button menu.

Optional step (remember to save your entries):

• Select the the line and click on Authorization Notes in the right mouse button menu to enter a note for the specific authorization.