Authorizing a PO when using the Security Hierarchy (Option 1)

There are two options for approving PO’s when using the security based hierarchy option. They
can be approved from the Not Approved PO’s form or through a web based approval page using
the workflow functionality.

Using the Not Approved PO’s form

To approve PO’s go to the Approve PO’s speed button. This Approve PO module will display the
outstanding POs waiting to be approved, as shown below:

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This form displays the status of each purchase order by color coding the line item.
Blue Text - The purchase order is in pending status. An email has been sent to the approver.
Red text - The purchase order is above the dollar limit for the 'Taken By' user that created the
requisition.
Red - When the entire line is marked red the purchase order has been rejected by the
approver. If a purchase order has been rejected a ‘Clear PO Rejection’ right click option is
available on the form. When a record created from the Requisition module is denied, after
making changes to the requisition, the purchaser can use this option to revert the status of a
Denied requisition back to Not Approved for re-submitting for approval though the workflow
process, or directly from this screen.
Black text - The purchase order is below the dollar limit for the 'Taken By' user that created
the requisition.
Filter
At the bottom of the form, you have the ability to filter the list in two ways:
Filter User's POs - Only those POs created by the user will be shown.
Below Limit - Only those POs below the users approval limit are shown. This filter will work
regardless of the mode.
Exclude Denied - With this option checked Denied POs will not appear in the list.
Mode
Bottom right hand corner of the screen the Mode is displayed. This will be set to either Dollar
Amount or Hierarchical.
Monetary Amount Mode - It will be set to Monetary Amount Mode if the user logged in is not
assigned to any user as the PO Approver in Security Inspector. In this mode the system
looks at the dollar amounts listed for the PO limits set in security inspector and lets the user
logged in approve any PO’s within their limit.
Hierarchical Mode - It will be set as Hierarchical if the user logged in is assigned to at least one
user as his PO Approver in Security Inspector. If you click on the Mode text when it is set to
Hierarchical, a window will pop up showing the hierarchy of all users the person logged in
can approve.

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If this form is empty, then there are no POs waiting for approval. You can scroll to the right to
see more details.

This form lists all of the information necessary to be able to approve the purchase order, such
as: item information, quantity, user name, PO type, etc. Additionally this form displays the
standard cost and PO price for comparison purposes.

This same list is accessible from the main PO module form. Assuming you have proper security
rights, you will find a speed button on the PO module main form, very similar to the button shown
above. Also on the main form, note that you can click on the check mark next to the approved by
field. You can use this button to approve the PO directly. If you do not have access, clicking this
label will return a message indicating that you cannot continue.

The Not Approved PO form supports more advanced filtering. Click on the Filter button to
display the advanced filtering dialog box.

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Each item within the Fields box can be individually selected and assigned a search value. You
can enter an actual value, or a range of values. You can build searches by multiple criteria by
selecting multiple fields.

For example, you can select the field “Class” and enter a Field Value of “PL”. Then you can also
add the field “PO #” and enter a range of POs, perhaps 50 to 100. Clicking OK will return only
display the Not Approved PO box again with those POs within the range 50 - 100 that include an
item of Class PL.

To create another search, or to clear the current criteria, click on the Filter button again, and
press New Search. You can then either create a new search or click OK to re-display the original
list of unapproved POs.

This is a toggle to have the approval form stay on top of any other forms open.

This button will jump you to the purchase order associated with the highlighted line on the
approval screen.

Approval is very simple - the user with the proper authority can select one of more POs for
approval, then click the approved button (green check mark button). The purchase orders are
removed from the list once approved. On the PO form, the Approved By box will show the user
ID of the person who approved the PO. The date the PO was approved is also recorded in the
database (PO.SIGNOFF_ DATE).

Select the Deny highlighted PO’s to change the PO status to denied.

Note: A right-click option to ‘Clear PO Rejection’ becomes available on a denied record and can
be used to revert the status of this record to ‘Not Approved’, thereby allowing re-submission of
the requisition for workflow approval.

Use the Toggle buttons or hold down the [Ctrl] key or the [Shift] key and use the mouse to
select/de-select multiple POs for approval. Once approved, the PO can be printed and used like
any other PO.

Options:

Exclude zero value PO’s: This option allows the user to hide PO’s from the approval form if the PO
total = 0. This does not apply to the workflow process, zero value PO’s will still be sent for
approval.

Apply Full PO Workflow On Reject: Select this option if it is desired that a rejected requisition go
through the full workflow process again. If this is not selected a rejected requisition will be
directed to the final approver, bypassing any of the hierarchy in between.

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Approvals using Evaluate Workflow for Option 1
Emails requesting requisition approvals may be sent through a process called Evaluate
Workflow. This will send emails requesting approval for requisitions that have the Workflow
option enabled in the header section.

To send email to approvers click on the Evaluate Workflow speed button . This process will
send an email to the user designated as the PO Approver for the employee who created the
requisition as long their limits are above the requisition dollar value. If they are not, the email will
go to the next PO Approver in the hierarchy that has high enough limits to approve the
requisition.

The email address for the user is first chosen from Security Inspector. If an email address is not
associated to the user in Security Inspector the system will use the one associated to the
employee in Employee Maintenance. The person who is in the ‘Req By’ field on the PO will get
an email if denied so they must have an email address in employee maintenance but they do not
have to have one in security inspector if they will not be using the system.

The approval system may also be set up to send an email to all approvers in the hierarchy tree if
the users have the ‘Can Deny PO’ option checked in the security inspector. The system will send
an email to the PO Approver associated to the purchaser even if they do not have a high enough
limit to approve the requisition. From the PO Approval Summary form the PO approver will not
be able to approve the requisition if their limits are not high enough, but will be able to agree or
deny. Once the requisition is agreed to it will go to the next approver in the hierarchy until it
reaches a user with a high enough limit to approve the requisition.

If the requisition is rejected it will be marked as Denied and an email will be sent to the employee
listed in the ‘Req By’ field in the header of the requisition. Note: The system uses the email
address entered in Employee Maintenance. Only someone with a high enough limit will be able
to change the status of the requisition to ‘Approved’.

If the person who created the requisition makes a change to it (e.g increasing the blanket
quantity), the requisition will ‘Revert to Unapproved.’ Once it is marked unapproved the
requisition can be sent back through the approval system. However, by default, this time the PO
workflow will direct the requisition to the final approver bypassing any of the hierarchy in
between. If it is desired that a rejected requisition go through the full workflow process again
select ‘Apply Full PO Workflow On Reject’ from the Options menu in the PO Approval form.

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