When the approval process for Purchase Orders is turned on in your RTA Software using System Switch 44 in Main Parameters in Classic, Purchase Orders that are pending approval will be found in this section.
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With Approvals turned on any PO that exceeds the Auto Approve Maximum have to be approved before proceeding with the order.
Refer to Purchase Order Approvals for detailed information on setting up approval features via the Classic application.
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Requesting Approval for a Purchase Order
If the PO is in need of approval and you do not have sufficient approval levels to do so. Also those that can are not currently available. You can send in a Request for Approval so the the right personnel will be notified. These then trigger into the PO Approvals Section
Access the purchase order needing approval via the Purchase Order Search screen
Select the PO from the master list
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Click on Request Approval button
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You will be prompted for the user or users you wish to send the approval request to
Only users that can approve the amount you are requesting are available
You can also type in a comment
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The PO Status will then be flagged as Pending Approval
Approving Purchase Orders Via the PO PO Approvals Section
Access the purchase orders needing approval via the PO Approvals menu item to view the approvals requested of the user
Select the PO(s) from the master PO Approvals list
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Review the information
You can select several PO’s with the check marks in front PO’s and Click on
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Bulk Approve
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Select the POs to approve
Or at the end of each PO record you can select the Actions button to individually Approve, Deny or Forward the Approval Request
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Add comments if desired
Check box to generate email if desired
If the option “Generate Email” has been selected, then an email should appear with the PO#, new status (Approved or denied) and comments included should be sent back to the user who requested the PO Approval
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Click approve
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If the individual accessing does not have the authority to approve or approve the amount, a separate window will appear asking for an approvers user ID and PIN which was set up at the employee level or the individual can click request approval and select the individual they’d like to have assigned to the approval
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Approving Purchase Orders Via the PO Master List
Access the master list by clicking on the PO’s option under the Vendor section in the main menu
Click on the applicable purchase order to be approved (pending approval)
In the upper left, click on Approve
Enter the User ID and PIN and click approve
Denying Purchase Orders
Access the POs needing approval via the PO’s PO Approvals menu item
Select the PO from the master list
Review the information
Click on Approve Actions button and Select the Deny Option
Add comments if desired
Check box to generate email if desired
If the option “Generate Email” has been selected, then an email should appear with the PO#, new status (Approved or denied) and comments included should be sent back to the user who requested the PO Approval
Click Deny Approval
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Request Approval for Purchase Orders (PO’s Approvals Module)
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Approving Purchase Orders
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If a PO is Denied it will flag the PO Status as Denied Approval (See Below)
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Forwarding Approval Requests
Access the POs needing approval via the PO Approvals menu item to view the approvals requested of the user
Select the PO (s) from the master list
Review the information
Click on Approve if doing individually OR use Bulk Approve
Select the POs to approve
Click Bulk Approve
Using the Actions button and Select the Forward
It will bring up a list of personnel you can forward the information to
Add comments if desired
Check box to generate email if desired
If the option “Generate Email” has been selected, then an email should appear with the PO#, new status (Approved or denied) and comments included should be sent back to the user who requested the PO Approval
Click approve
If a PO is forwarded it will keep the PO Status as Pending Approval until it is approved (See Below)
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