APPROVE PURCHASE REQUISITION LINES

Use this screen to approve requisition lines that can later be generated into purchase orders. Only those requisition lines within the approval scope of the user display.

Assign a user ID to an approval title in the Manage Purchase Requisition Approval Titles screen. You can assign several user IDs to one approval title. Each of these user IDs can approve the requisition line, as long as the user's minimum and maximum dollar limits are met. Then, assign approval titles to an approval process code in the Requisition Approval Processes screen. You can assign several approval titles to one approval process. Therefore, one approval process may require approval by many users.

You can also use this screen to reject a requisition. A rejection can occur for various reasons and causes processing for that requisition to be suspended.

This screen is accessible only if requisition approvals are done at the line level, where the Requisition Line option is selected in the Approval Level group box of the Configure Purchase Requisition Settings screen. Otherwise, purchase requisitions can be approved in the Approve Purchase Requisitions screen.

Location

Requisition

This field displays the requisition ID to which this requisition line belongs.

Requisition Rev

This field displays the revision number of the Requisition.

Requisitioner

This field displays the employee ID of the requisitioner.

Requisition Date

This field displays the date on which this requisition line was created.

Requisitioner Org

This field displays the organization ID to which the requisitioner belongs.

Requisitioner Phone

This field displays the telephone number of the requisitioner.

Requisitioner Ext

This field displays the telephone extension number of the requisitioner.

Over Budget

This field displays the over budget status.

• Yes — This status indicates you selected the Over Budget Validation check box in the Configure Purchase Requisition Settings screen. This means you must run the Compute Over Budget Transactions screen in Costpoint Budgeting and ETC before you can approve this requisition line.

• No — This status indicates you did not select the Over Budget Validation check box in the Configure Purchase Requisition Settings screen. If this requisition line is not over budget, it can be approved.

• Released — This status indicates that the Compute Over Budget Transactions screen in Costpoint Budgeting and ETC has been run and this requisition line can be approved.

Line

This field displays the requisition line number.

Line Type

This field displays the requisition line type.

Approval Process

This field displays the approval process code assigned to this requisition line.

Approval Seq

This field displays the approval sequence number from the assigned Approval Process.

Approval Title

This field displays the approval title from the assigned Approval Process.

Preferred Approver

This field displays Y (Yes) to indicate that the Approval Title is the preferred approver for the Approval Process. Otherwise, this field displays N (No).

Approval Code

Use this drop-down list to select the approval status of this requisition line. The available choices are as follows:

• Pending — This status indicates that this requisition line is pending approval and cannot be turned into a purchase order.

• Approved — This status indicates that this requisition line is approved. It can be turned into a purchase order once all required approval titles have given their approval.

• Rejected — This indicates that this requisition line was rejected during the approval process and can be corrected and submitted again.

Before you can approve a requisition line, the inventory abbreviation's Active field must be set to Y (Yes) in the Manage Inventory Abbreviations subtask of the Manage Inventory Projects screen in Costpoint Inventory. If the Active field is set to O (Out) or N (Not active), you cannot approve this requisition line and save the record. Also, the Project listed in the Display Line Detail subtask must have its Active check box selected on the Manage Project Master Data screen in Costpoint Project Setup.

Employee

Use this field to enter the employee ID of the individual that is assigned to approve or reject this requisition line.

Action Date

This field displays the date on which the approval status was modified for the Approval Title. Costpoint automatically enters the date but it can be modified as needed.

Rejection Reason

If you have selected Rejected from the Approval Code drop-down list, you must use this field to enter, or use to select, a rejection reason in this field for this requisition line. Requisition rejection reason codes are established using the Manage Purchase Requisition Rejection Reasons screen.

Item

This field displays the identification code of the requisitioned item.

Item Rev

This field displays the revision number of the Item.

Description

This field displays the descriptive name of the Item.

Misc Type

This field displays the miscellaneous line charge type code for this requisition line.

Requisition Line Notes

This field displays notes that were entered by the requisitioner for this requisition line.

Internal Notes

This field displays internal notes entered by the requisitioner for the requisition line.

Req U/M

This field displays the requisition unit of measure for this requisition line.

Requisitioned Quantity

This field displays the requisitioned quantity for this requisition line.

Total Est Amount

This field displays the total estimated dollar amount of the requisitioned item.

Inv Abbrev

This field displays the inventory abbreviation code for this requisition line.

Over Ship

This field displays the overship value for this requisition line.

QC Insp Reqd

This field displays Y (Yes) if a QC inspection is required for this requisition line. Otherwise, this field displays N (No).

Source Insp Reqd

This field displays Y (Yes) if a source inspection is required for this requisition line. Otherwise, this field displays N (No).

Cert Conf Reqd

This field displays Y (Yes) if a certificate of conformance is required for this requisition line. Otherwise, this field displays N (No).

Preferred Vendor

This field displays the preferred vendor ID for this requisition line.

Preferred Vendor Name

This field displays the descriptive name of the Preferred Vendor.

Trans Currency

This field displays the transaction currency code for the requisition line item in the Exchange Rates subtask. All amounts on this screen are in terms of this currency.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • RQ_DOCUMENT

  • RQ_LN

  • RQ_LN_ACCT

  • RQ_LN_APPRVL

  • RQ_LN_DOCUMENT

  • RQ_LN_TEXT