Approving purchase orders and invoices

Approvals allow one or more users to look at a Purchase Order or Purchase Invoice and approve or reject it accordingly. For example, users may be authorized to approve invoices against a specific project or departmental code or against a value amount, such as a maximum limit of 5000 GBP.

The Purchase Business Setup for your system determines whether or not Approvals are in use. The Purchase Type determines whether Approvals are used at a particular order or invoicing stage. So, they may not be in use for all purchase transactions. If they are in use the transaction line cannot progress to the next stage until it has been approved by the appropriate person.

From the Action menu in Purchase Order Entry or Purchase Invoice Entry select Approve or Line > Approve Line. If approval is required for the transaction and you have the correct operator permissions, the Approvals form is displayed. The form displays your operator code.

Approving the Transaction

From the Action menu select Approve to approve the transaction. This updates the Approval fields on the entry form to show approval to the next level has been completed and, once all levels have been approved, releases the transaction to the next processing stage.

Unapproving the Transaction

From the Action menu select Unapprove to reverse the approval process. If this option is selected the Reason Code field is displayed. This enables you to specify the reason for the unapproval. For example, the goods were damaged. The Approval fields on the entry form are updated accordingly. The Approval process must be restarted after this action to progress the transaction on to the next processing stage.