Approving Purchase Order

This page allows you to approve the Purchase Order and its details. Tell me more...

Select the “Approve PO” link at the top of the “Select Purchase Order” page.

The “Approve Purchase Order” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow Applicability. The Workflow status will be visible only if "Workflow Applicability" for the transaction is set to Yes in Company Parameter Setup component.

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

The system displays the following in the “PO Details” information tab:

PO No.	Unique identification number of the Purchase Order with which it is referred.
Amendment No.	Unique identification number of the Amendment document. The Amendment document is created whenever any modifications are done to the approved document.
Ref Quotation No.	The identification number of the reference quotation.
PO Date	The Date of creation of the Purchase Order. (Date Format). Mandatory.
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.
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.
Supplier Code	Code or Identifier of the supplier who supplies goods for the Purchase Order.

The System displays the following:

Name

Name of the Supplier who supplies the goods for the Purchase order.

Enter the following:

Contact Person	The Name of the person who can be contacted in case of any clarification regarding the procurement of Items in the PO on behalf of the Supplier.
Buyer	Use the drop-down list box to select the Buyer. Unique identification number or name of the buyers are listed in the drop down-list, and a particular number or name can be selected from that list. Mandatory. This is specified for easy identification of the buyer among the list of buyers in the suppliers end.
LOI	Letter of Intent (LOI). Check the box if the user wants the Purchase Order to be as a Letter of Intent.

The System displays the following:

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.
Hold	The User can check this box if he wants his Purchase Order to be put on hold and if it is not immediately sent for Approval.
Remarks	In this field the Buyer can enter his comments or any information regarding the items to the supplier.
Approval Date	The Date on which the Purchase Order was approved.
Imports	Indicates that it is Imports PO.

The system displays the following in the “Amount Details” information tab:

PO Value	The Value of the items stated in the Purchase Order.
Additional Charges	Additional charges incurred for the items during the transit of goods and based upon the terms and conditions of the buyer and the supplier.
Total Value	The Total Value comprise of the Purchase Order value and the Additional charges.

Enter the following:

Currency	The Currency specified for the Purchase Order. (Alphanumeric, 5).
Exchange Rate	The Exchange Rate in which the PO Value is calculated w.r.t. the Base Currency of the Company , if the currency specified for the PO is different from the base currency (Numeric). If the PO is in base currency, then the exchange rate is 1(One).

The System displays the following:

Base Currency Value

The PO Value calculated in base currency.

Enter the following in the “Default Entries” information tab:

Receipt At	Use the drop-down list box to select the receiving OU of the line item. This field will be filled automatically if the “default entries” push button is accessed.
Need Date	The Date specified in which the buyer requires the items. (Date Format). Mandatory.
Warehouse Code	Code or Identifier of a warehouse of the buyer. (Alphanumeric, 10). This would help the supplier to know the place in which he should deliver the items.
	Help facility available.
Accounting Unit	Use the drop-down list box to select the Financial Book also called as Accounting Unit. There are various financial books available within the Buyers organization. He specifies a particular Financial Book for all the purchase payment related details. The Supplier can also raise payment related documents to that particular financial book also called as Accounting unit.
CC Usage	Use the drop-down list box to select the user-defined name, which actually points to a Cost Center. The Cost Center for which the items in the Purchase Order has been initiated.
AC Usage	Use the drop-down list box to select the Accounting Unit also referred as a financial book where all the entries pertained to the purchase of the goods are maintained.
Analysis Code	Code or Identifier of the Analysis pertained to the item’s cost oriented purposes. (Alphanumeric, 5).
	Help facility available.
Sub Analysis Code	Code or Identifier of the Sub Analysis, which is a part of the Analysis code. (Alphanumeric, 5).
Budget ID	Unique identifier for a particular Budget associated with the purchase of items. (Alphanumeric, 6).
	Help facility available.
Proposal No.	Unique identifier created for the capital items stating the cost assigned for it. When a purchase is made, the proposal id is matched thereby helping the purchase division to know the assigned amount for the capital item. (Alphanumeric, 18).
	Help facility available.
Customer Code	Code or Identifier of the customer who creates the Purchase Order. (Alphanumeric, 18).
	Help facility available.
Drop Ship ID	Unique identification number of the Drop ship details where the items are directly delivered to the customer’s place. (Alphanumeric, 16).
	Help facility available.

Click the “Default” push button to transfer all the values given in the default entries information tab to the line details information tab. The Field values from the default entry tabs are transferred to the respective fields names in the line detail’s tab. The buyer to reduce the data entry operation uses the “Default Entry” push button.

The System displays the following in the “Line Details” information tab multiline:

Line No	Unique identification number of the line, which is associated with an item.
Ref. Quotation Line No.	A Unique identification number of the reference Quotation document generated by the supplier.

Enter the following:

Item Code	The code of the item requested by the customer. (Alphanumeric, 32).
Variant	Variant code is associated with the Item code present in the activity. (Alphanumeric, 4).
Description	Description stating the name or identifier of the variant associated with the item. (Alphanumeric, 150).
Quantity	The Quantity ordered by the customer is entered in this field. (Numeric, 29).
UOM	The Unit of measure in which the customer wishes to purchase the goods from his supplier. (Alphanumeric, 10)
Cost	The Actual cost of the item for making a purchase.
Per	The Basic unit of the UOM specified in which the purchase quantity is measured.
Receipt At	Use the drop-down list box to select the receiving OU of the line item. This field will be filled automatically if the “default entries” push button is accessed.
Schedule Type	Use the drop-down list box to select the Schedule Type. It can be “Single” or “Staggered”. If Single schedule type is selected, it would instruct the supplier to deliver the items all at a time. If it is Staggered schedule type, the line item quantity is divided in to part deliveries and is issued to the buyer.
Need Date	The Date in which the buyer needs the items for consuming. The Need date is filled with a date only when the Schedule type is “Single”. If the Schedule type is “Staggered”, then the need date would be filled in the Schedule Type page where multiple delivery dates are assigned for a particular item. This field will be filled automatically if the “default entries” push button is accessed.
Warehouse Code	Unique code or identifier of the Warehouse where the items are stored before consumption. This field will be filled automatically if the “default entries” push button is accessed.
	Help facility available.
Accounting Unit	Use the drop-down list box to select the Financial Book also known as Accounting Unit. There are various financial books available within the Buyers organization. He specifies a particular Financial Book for all the purchase payment related details. The Supplier can also raise payment related documents to that particular financial book also called as Accounting unit. This field will be filled automatically if the “default entries” push button is accessed.

The System displays the following:

Basic Value	The Basic value of the purchased product based on the Quantity, cost and Per ratio.
	Basic Value = (Quantity * Cost) / Per
Total Value	The actual amount to be paid to the supplier for the items.
Drawing Revision No	Unique identification number is provided to the revisions or modifications done to the drawing depicting the appearance of the line item.

Enter the following:

Adhoc Item Class	Use the drop-down list box to select the Adhoc Items from the list.
Ref Doc No.	Unique identification number of a reference document is mentioned in this field. The Reference documents can be of any external document from which certain references are taken regarding the items.
Ref Doc Line No.	Unique identification line number present in that reference document is mentioned.
Comments	The Buyer can key in his comments through which he can convey certain information that are related to him or to the purchase. Additional information can be provided in this field.
AC Usage	Use the drop-down list box to specify the AC Usage which is used to get an account code from ARD component (Account Rule Definition) Specifying an AC Usage is mandatory in case the line item is a Non-Stockable item.
	Help facility available.
CC Usage	Use the drop-down list box to select the user-defined name, which actually points to a Cost Center. The Cost Center for which the items in the Purchase Order has been ordered. In case of Service Item, Adhoc Item CC Usage needs to be specified.
	Help facility available.

The system displays the following:

Drawing No	The number identifying the document containing the drawing reference.
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.
WBS ID.	The code that identifies the WBS mapped to the purchase order.
Task Code	The task code mapped to the purchase order.
Task Desc.	The detailed description of the task code.

Click the “Get All Quot Line No.” pushbutton to list all the line number pertaining to the referred Quotation. The Line information tab lists the Line numbers, which are related to the Purchase Order. If the buyer wishes to add other line details also in to the Purchase Order, he can access this push button.
Click the “Approve PO” pushbutton to approve the Purchase Order or “ Return PO” push button to return the document without approving.
Click the "Print Order Doc." pushbutton to print the Purchase Order document.

Created By	The Login ID of the user who created the Purchase Order document.
Created Date	The date of the creation of the Purchase Order document.
Last Modified By	The Login ID of the user who recently updated the document.
Last Modified Date	The date on which the last modification was made to the document.

To proceed, carry out the following

Select the ” View Item Purchase Information ” link at the bottom of the page to view the information pertained to the item information.
Select the “ View Warehouse Information “ link at the bottom of the page to view the warehouse related details.
Select the “Specify Schedule and Distribution” link at the bottom of the page to state the information regarding the Schedules and about the distribution process.
Select the “Specify Terms and Conditions” link at the bottom of the page to state the information regarding the Schedules and about the distribution process.
Select the “Specify Tax/Charge/Discount” link at the bottom of the page to state the information regarding Taxes, Charges, and Discounts.
Select the “Specify Quality Details” link at the bottom of the page to state the quality pertained details of the items.
Select the “Specify Budget Details” link at the bottom of the page to state the budget oriented details.
Select the “Specify Dropship Address” link at the bottom of the page to state the buyer’s address to which the goods are directly supplied when the Purchase Order type is Dropship.
Select the “Specify PO-PR Coverage” link at the bottom of the page to state the coverage details of the Purchase order and the Purchase Request..
Select the “Specify PO-SO Coverage” link at the bottom of the page to state the coverage details of the Purchase order and the Sale Order.
Select the “Tax Calculation - Summary” link at the bottom of the page to specify the tax details of the Purchase order.
Select the “Attach Notes” link at the bottom of the page to attach a small note stating some additional information for particular line information or the business document.
Select the "Specify Checklist" link to record the check list required for the purchase order.
Select the "View PO" link at the bottom of the page to view the purchase order details.
Select the “View Supplier link at the bottom of the page to get the details of the supplier for whom the Purchase Order is created.
Select the “View Buyer Details” link at the bottom of the page to get the details of the Buyer who creates the Purchase Order.
Select the “View Purchase Budget” link at the bottom of the page to show the amount assigned for the purchase of the Item groups. The items are grouped with a unique code and the amount spent for the purchase of certain item groups are listed in that page.
Select the “View Acquisition Proposal" link at the bottom of the page where the capitalizable items are assigned a unique id
Select the “Disposition Review” link at the bottom the page to view where planning for certain items are carried out.
Select the “EAD Information” link at the bottom of the page to view the earliest date in which the goods can be available.
Select the “ Free Stock Information” link at the bottom of the page where items are not related to any demand and are free to be delivered to the buyers. The Free Stock quantity is kept apart for any urgent requirement of the items. The information regarding the items is supplied and the Free Stock quantity available for those items can be found.
Select the “Stock Information for Stocking Point” link at the bottom of the page where the stock status review is made for the different Organizational Units present under an Organization Structure.
Select the ”Warehouse Stock Information” link at the bottom of the page where a review is made regarding the stock present in various warehouses.
Select the “Specify Retention Details” link at the bottom of the page to specify the retention details of the order.

Note: The “Specify Retention Details” link is accessed only when “Retention amount calculation to be Order Specific” parameter is set as “Yes” in Common Parameters activity of Company Parameter Setup component.

Approve Purchase Order – An Overview

The “Approve Purchase Order” page allows you to view the complete set of information regarding the document. In this page, you can approve or return a Purchase Order. This page has information related to the items present in the Purchase Order. Multiple items present in the Purchase Order can be approved in this page. The Select check box is provided for selecting the line item information from the multiline for approving the items and the Purchase Order.