Selecting PO for Approving

Select Purchase Order

This page allows you to select a Purchase Order for approving its details. Tell me more

Select the “Approve Purchase Order” link under the “Purchase Order” business component.

The “Select Purchase Order” page appears.

The system displays the status of the Purchase Order in this page.

The system displays the following:

Approval Limit

The Limit of approval that can be made. If the Approval Limit is lesser or equal to the Purchase Order Amount, then the approval can be made. If the Approval limit is lower than the Purchase Order Amount, the approval cannot be made.

Enter the following:

PO No.

Unique identification number of the Purchase Order. (Alphanumeric, 18).

Select the “Approve PO” link provided alongside the “PO No.” field to modify purchase order details. The User can enter the Purchase Order number if he knows that or else go in for the search option.
Enter the following in the “Search Criteria” group box to search for the purchase orders:

From PO No.	Unique identification number of the Purchase Order. Based upon the Purchase Order number entered, the PO’s from that number onwards are listed.
To PO No.	Unique identification number of the Purchase Order. Based upon the Purchase Order number entered, the PO’s up to that number are listed.
Created At	Use the drop down list to select the Customer’s Place in which the Purchase Order was created.
From PO Date	Date of creation of the Purchase Order. Based upon the date entered in this field, the Purchase Orders created from that date onwards are listed.
To PO Date	Date of creation of the Quotation. Based upon the date entered in this field, the Purchase Orders created up to that date are listed.
PO Type	Use the drop-down list box to select the type of the Purchase Order. There are different types of Purchase Orders namely General, Capital, Dropship, and Consignment.
Status	Use the drop-down list box to select the status of the Purchase Order document. There are different types document status namely Draft, Fresh, Deleted, Level, Approved LOI, Open, Returned, Under Amendment, Amended, Held, Shortclosed, NT Closed, and Closed.
Folder	Use the drop-down list box to select the folder name. The Folder name pertained to the Purchase Order can be selected from the drop-down list.
Supplier Code	Code or Identifier of the supplier who supplies goods for the Purchase Order.
Name	Name of the Supplier who supplies goods for the Purchase order.
Address ID	Code or Identifier, which is assigned to a particular address of the supplier.
Buyer	Use the drop-down list box to select the Buyer. Unique identification code or name of the buyers are listed in the drop down-list, and a particular number/name can be selected from that list... Capturing the Buyer depends on the System Parameter value (‘Buyer Control Mandatory’ set as ‘YES’ or ‘NO’), if a Buyer is specified in a PO, then the items ordered are checked for the validity of the Buyer.
Origin	Use the drop-down list box to select the application from which the Purchase Order is generated. It can be from the Purchase Module or the Inventory.
LOI	Letter of Intent (LOI). If the LOI filed is checked the Purchase Order is considered just as a Letter of Intent. (Alphanumeric, 2). This letter of intent is sent to the supplier, which would help the supplier to know about the buyer’s requirement.
LOI to Order	Use the drop down list to select whether the Purchase Order was a LOI earlier and then was converted to a PO or it was a direct Purchase Order.
Level	Identification number of the levels pertaining to the document after making many amendments.
Imports	The user can check this box to fetch the Imports PO.
Value From	Based upon the quotation amount entered in this field, the Purchase Orders whose value is equal or greater than the specified amount are listed.
Value To	Based upon the quotation amount entered in this field, the Purchase Orders whose value is up to that specified amount are listed.
Currency	The Currency specified for the Purchase Order.
Quotation No.	Unique identification number of the quotation generated by the buyer.
Project Code	A unique code identifying the project for searching the purchase orders associated with the project.

Click the “Search” button to list the search results multiline based on the specified search criteria:

PO No.	Unique identification number of the Purchase Order with which it is referred. The Purchase Order number appears as a hyperlink and can be accessed to edit the selected Order.
Date	The Date of creation of the Purchase Order.
PO Type	The Type of the Purchase only is displayed. There are different types of Purchase Orders namely General, Capital, Dropship, and Consignment.
Status	The Status of the Purchase Order is displayed.
Folder	The Folder name pertained to the Purchase Order is displayed.
Value	The Purchase Order amount is displayed.
Currency	The Currency specified for the Purchase Order.
Supplier Code	Code or Identifier of the supplier who supplies goods for the Purchase Order.
Name	Name of the Supplier associated with the supplier code.
Buyer	Use the drop-down list box to select the Buyer. Unique identification Code or name of the buyers are listed in the drop down-list, and a particular number/name can be selected from that list... Capturing the Buyer depends on the System Parameter value (‘Buyer Control Mandatory’ set as ‘YES’ or ‘NO’), if a Buyer is specified in a PO, then the items ordered are checked for the validity of the Buyer.
LOI	Letter of Intent (LOI). This shows whether the Purchase Order is considered as LOI or not. If “Yes” is displayed then the Purchase Order is considered only as a Letter of Intent else it is considered as a normal Purchase Order.
LOI to Order	Displays whether the Purchase Order was a LOI earlier and then was converted to a PO or it was a direct Purchase Order.
Created At	The Customers place where the Purchase Order was created.
Approval Date	The Date on which the approval was made.
Project Code	A unique code identifying the project associated with purchase order.
Project Description	The detailed description of the project.
Project OU	The organization unit in which the project is defined.
Remarks	Buyer’s valid comment regarding the document is displayed.

Click the “Select” check box present in the multi line to select a Purchase Order for which Approvals has to be made.
Click the “Approval PO” pushbutton to approve the purchase Order directly by looking at the multi line information or the “Return PO” push button can be used to return the Purchase Order without approving.

Select Purchase Order – An Overview

The “Select Purchase Order” page allows you to search and select a Purchase Order and to approve or reject it directly without seeing its complete set of information.