APPROVE PENDING PURCHASE ORDERS

Use this screen to fully open purchase orders that have been saved as pending orders. You can query pending purchase orders, review them, and change their status to Open, making them eligible to have receipts and/or invoices entered against them. You must make all other purchase order status modifications in the Manage Purchase Orders screen.

This screen can be used by organizations that require formal purchase order approval by a quality control person or a purchasing supervisor, before the purchase orders can be received or invoiced against.

Use this screen after pending purchase orders have been entered.

If the purchase order's vendor has an Approval Code of Not Approved or Pending, or if it is flagged as a payroll vendor, you cannot open the purchase order.

A search criteria page displays when you open this screen, to let you specify a purchase order to open.

Location

Identification

PO

This field displays the purchase order (PO) ID which you will change to an Open status.

Rel

This field displays the release number if the PO is a release order.

Change Order

This field displays the last change order number, if applicable.

A change order represents the number of times a purchase order has been modified using the Create Purchase Order Change Orders screen.

Open

Select this check box to change the status of this purchase order from Pending to Open. This will change the Status on the Manage Purchase Orders screen to Open and each line Status to Open. If you do not select this check box, this purchase order will retain the status of Pending.

PO Type

This field displays the type of purchase order assigned on the Manage Purchase Orders screen for the PO. The PO types can be Purchase Order, Blanket Order, Release Order or Subcontract PO.

Proc Type

This field displays the PO's procurement type. Procurement type codes are assigned to the PO on the Manage Purchase Orders screen.

Order Date

This field displays the date that the purchase order was entered on the Manage Purchase Orders screen.

Vendor

This field displays the vendor ID to this purchase order assigned on the Manage Purchase Orders screen. The vendor name displays on the field on the right.

Buyer

This field displays the buyer assigned to this purchase order on the Manage Purchase Orders screen.

Trans Currency

This field displays the transaction currency for this purchase order. The invoice for these materials will use this transaction currency.

Functional Currency Amounts

Buyer Max Auth PO Limit

This field displays the buyer's purchase order maximum authorization, established in the Manage Buyers screen.

Buyer Max Auth PO Line Limit

This field displays the buyer's PO line maximum authorization, established in the Manage Buyers screen.

PO Amount

This field displays the PO Total from the Manage Purchase Orders screen.

Table Window

Line, Status, Line Type, Item, Rev, Description, Misc Type, U/M, Qty Ordered, Inv Abbrev, Trans Amt Ordered, Func Amt Ordered, Due Date, QC Insp Reqd,  Source Insp Reqd, Cert Conf Reqd, Over Ship,  Proc Type,Desired Date, Original Due Date, Manuf Part, Manuf Part Rvsn, Vendor Part, Vendor Part Rvsn

These fields load the values from the Manage Purchase Orders screen and cannot be modified.

The Trans Amt Ordered field displays the ordered amount, in the transaction currency, for this purchase order. The invoice for these materials will be in this transaction currency.

The Func Amt Ordered field displays the ordered amount, in your company's functional currency, for this purchase order. The functional currency is used to initialize Costpoint and is the currency in which your financial statements are prepared. The U/M and Qty Ordered fields will be hidden if the PO Type is Subcontract PO.

Requisition

This field displays the requisition ID from which the PO was created, if applicable. This field is blank if the PO was not created from a requisition.

Subcontract Order Amt

This field displays the current order amount of the subcontract PO line after all modifications. The value in this field was originally entered as the Extended Cost for the PO line on the Manage Purchase Orders screen. However, this field displays the most recently updated amount if any additional change orders were entered. If the PO Type is not Subcontract PO, this field is hidden.

Completed Work Retention Pct

This field displays the proportion of the completed work amount that will be withheld from payment when an accounts payable voucher is created, in order to cover miscellaneous vendor-responsible expenses. This non-modifiable field loads the value from the Manage Purchase Orders screen for subcontract POs only.

Stored Materials Retention Pct

This field displays the proportion of the stored materials amount that will be withheld from payment when an accounts payable voucher is created (in order to take care of unforeseen miscellaneous vendor-responsible expenses). This non-modifiable field loads the value from the Manage Purchase Orders screen for subcontract POs only.

Subtasks

Subtask

Description

Exchange Rates

Click this link to open the Exchange Rates subtask to review purchase orders pending in a non-functional currency.

Header Documents

Click this link to open the Header Documents subtask.

Purchase Order Line Detail Inquiry

Click this link to open the Purchase Order Line Detail Inquiry subtask to display detailed information about the PO line.

Subcontract PO Line Detail

Click this link to open the Subcontract PO Line Detail subtask.

Line Documents

Click this link to open the Line Documents subtask.