PeopleSoft Purchasing 9.1 PeopleBook

Approving Purchase Orders

This chapter provides an overview of purchase order approvals and discusses how to:

Approve purchase orders with Approval Framework.
Approve purchase orders with PeopleTools Workflow Technology.

Understanding Purchase Order Approvals

Within PeopleSoft Purchasing, you can use workflow to approve purchase orders. This enables you to direct approvals to the correct people in the correct order. At the purchasing business unit level, you can choose one of two different workflow methods:

PeopleTools Workflow Technology documented in the PeopleTools PeopleBook: Workflow Technology. This workflow method enables you to approve the purchase order at the header level. You can route a purchase order for approval based on the amount, the ChartFields used, or both. When you use the PeopleTools Workflow Technology approval method, purchase orders are approved using workflow roles, rules, and routings. To implement workflow approvals, define the roles, rules, and routings using the PeopleSoft Application Designer, PeopleCode, and Workflow Administrator. Your system is delivered with basic approval rules already established.
PeopleSoft Approval Framework documented in the PeopleSoft Approval Framework PeopleBook. This workflow method enables you to approve the purchase order at the header level, line level, or both. You can also hold or pushback a purchase order or purchase order line. A pushback returns the transaction to the previous approval step, requiring the prior approver to reevaluate the approval. With proper authorization, an approver can add other approvers, called ad-hoc approvers, to the current or a later stage of the approval process. Reviewers and ad-hoc reviewers can be part of the workflow. Reviewers see the purchase order or purchase order line but do not approve it.

Regardless of the workflow method used, all approval requirements must be met before a purchase order is eligible for dispatch. You can prevent approved purchase orders from dispatching by performing one of these steps:

Selecting the Hold From Further Processing check box on the Maintain Purchase Order - Purchase Order page.
Clearing the Dispatch When Approved option on the Maintain Purchase Order - Purchase Order page.
Clearing the Dispatch check box on the Maintain Purchase Order - PO Header Details page.
Manually changing the status of the purchase order to Open.

See Also

Using Workflow

PeopleSoft FSCM 9.1 PeopleBook: Approval Framework.

Entering Purchase Order Header Details

Approving Purchase Orders With Approval Framework

Use the purchase order approval pages to perform a number of approval tasks, including:

Approving a purchase order or purchase order line. You can approve the entire purchase order at the header level or approve individual lines at the line level.
Denying a purchase order (header level only). Once a purchase order is denied, the workflow stops.
Holding a purchase order or purchase order line.
Pushing back a purchase order or purchase order line. A pushback returns the transaction to the previous approval step. The meaning of push back is that the approver is questioning the prior step's approval and is requesting clarification.
Adding or removing ad hoc approvers or reviewers. During the approval process, approvers can add other approvers or reviewers to the current or a later stage of the approval process. For example, if a buyer wants input from an inventory analyst, she can add the analyst as an approver. This action is called ad hoc approval, and it only applies to the approval instance in which the addition occurs and does not affect the underlying process definition used for other requests.
Making comments to be viewed by other approvers or reviewers.
Approving a purchase order that has been changed. When a purchase order is changed during or after the approval process, the approval framework can require re-approval of the changes using the same approval component as the original purchase order. When a purchase order line has been deleted, the entire purchase order must be resubmitted to prevent the purchase order line numbers and Approval Framework line numbers from being out of synch if line level approval was used on the purchase order. Because approved lines have the APPR_REQD flag set to N, approved lines are not rerouted for approval when the purchase order is resubmitted, and any lines that are not approved are rerouted for approval.
Performing mass approvals. Using the Approve Purchase Orders page, you can select multiple purchase orders to be approved, denied, or put on hold. Use the Mark All icons to perform mass approval.
Approving a purchase order using email rather than PeopleSoft pages.
Self approval of purchase orders. This feature can be restricted or turned off.
Alternate approvers who are assigned to receive emails and Worklist notifications for the primary approver when the primary approver is not available.

For a complete list of approval features, see the Understanding Approval Features section of the Understanding the Approval Framework chapter of the PeopleSoft Approval Framework 9.1 PeopleBook.

See "Understanding the Approval Framework," PeopleSoft FSCM 9.1 PeopleBook: Approval Framework.

Approving a Purchase Order Line

To approve a purchase order line use either the Approve Purchase Orders page or the Purchase Order Approval page.

On the Approve Purchase Orders page:

This page displays multiple purchase orders requiring approval. To approve individual purchase orders or lines, change the Action/Status field from Pending to Approve. To approve all purchase orders displayed in the search results, use the mass approval feature by clicking the Mark All: Approve link.
Click the Submit button.

On the Purchase Order Approval page:

This page displays a single purchase order. Select one or more lines of that are pending approval. You can only approve lines that are pending approval.
Click the Approve button below the Line Details group box.

Purchase Order Approval page enables you to view the approval flow for the purchase order lines and header.

Note. Based on your change template for purchase orders, re-approval is triggered by any change in the QTY_PO, PRICE_PO, or MERCHANDISE_AMT fields on PO_LINE_SHIP record.

Holding a Purchase Order or Purchase Order Line

The hold action gives the approver time to research an issue and prevents the approval process from going to the next approval step until the approver takes action on the purchase order or purchase order line. When an approver uses the hold action, the system inserts an ad hoc reviewer at the current approval step and the approver can add a comment requesting more information. If multiple approvers are required to approve in this one approval step in the approval framework, then the other approvers of the same step can approve or deny the PO or PO line; however, the approval process does not move to the next approval step until the hold is removed by the approver who entered it. The approval hold is removed when either the approver chooses to approve or when the purchase order is updated in such a way that the approval process is restarted.

This page illustrates the results on the Purchase Order Approval page after the Hold button is used.

Pushing Back Purchase Orders

Once a purchase order line has been approved by at lease one person, the next approver can push back the purchase order line in order to have the previous approver reconsider the approval. To pushback a purchase order line use the Purchase Order Approval page.

On the Purchase Order Approval page:

Select one or more lines that are pending approval. You can only pushback lines that have been previously approved within this approval step.
At the bottom of the page, use the Enter Approver Comments field to enter comments about the pushback.
Click the Pushback button below the Review Lines group box.

This page illustrates the results on the Purchase Order Approval page after the Pushback button is used.

Insert Ad Hoc Approvers

Use the Purchase Order Approval page to insert ad hoc approvers and reviewers, in the Review/Edit Approvers group box, click the plus + symbol for a pending purchase order line. The Insert additional approver or reviewer window appears for you to select the user ID, and to indicate whether the person is an ad hoc approver or reviewer for this line.

You cannot change ad hoc approvers or reviewers; however, you can delete and add them again to indicate whether they are approvers or reviewers. To delete an approver or reviewer, click the minus – symbol. To add multiple approvers or reviewers click the plus + at the point where you want the additional approver or reviewer to receive the approval.

Use the Ad Hoc User List field on the Configure Transactions page to limit the users that can be added as ad hoc approvers and reviewers. If this field is left blank, then any active user can be added as an ad hoc approver or reviewer.

When you click the + symbol, the following window displays:

Pages Used to Approve Purchase Orders With Approval Framework

Page Name	Definition Name	Navigation	Usage
Approve Purchase Orders	PO_MASS_APPR	Purchasing, Purchase Orders, Approve POs	Enter search criteria to view purchase orders that require your approval or purchase orders that previously required your approval. This page can display multiple purchase orders and can be used to perform approval tasks such as approve or deny. On this page, you can use the mass approval feature to approve or deny multiple purchase orders at one time.
Purchase Order Approval	PO_APPROVAL	Purchasing, Purchase Orders, Approve POs. In the search results, click the PO ID link. Worklist, Worklist. For the work item, Approval Routing, click the purchase order link on the row. Purchasing, Purchase Orders, Add/Update POs. On a saved purchase order, click the View Approvals link. If you are the current approver, the link displays as Purchase Order Approval. Purchasing, Purchase Orders, Add/Update Express POs. On a saved purchase order, click the View Approvals link. If you are the current approver, the link displays as Purchase Order Approval. Purchasing, Purchase Orders, Review PO Information, Purchase Orders. On a saved purchase order, click the View Approvals link. If you are the current approver, the link displays as Purchase Order Approval.	View an individual purchase order that requires your approval. This page displays the details of just one purchase order and can be used to perform approval tasks such as approve, deny, or pushback. Note. If you are not the approver for this purchase order, the page name displays as "View Approvals".
Buyer's Workbench	PO_RC_WB	Purchasing, Purchase Orders, Buyer's Workbench	Submit purchase orders into the approval workflow process by selecting the PO and then clicking the Approve button. Purchase orders can also be unapproved.

Performing Approval Tasks for Multiple Purchase Orders

Access the Approve Purchase Orders page (Purchasing, Purchase Orders, Approve POs).

The Approve Purchase Orders page enables you to view and take action on purchase orders that require your approval or view purchase orders that do not require your approval.

Use this page to search for and view purchase orders needing your approval. Purchase orders displayed are based on the user ID of the person entering this page. You can limit the scope and number of purchase orders that appear on the page. For example, you can limit the search results to a specific buyer, date range, or approval status. After displaying the purchase orders, you can perform approval tasks on a group of purchase orders, one individual purchase order, or even separate PO lines. For more details on a particular purchase order, click the PO ID link to access the Purchase Order Approval page where you can view the details of one individual purchase order and perform approval tasks.

Business Unit	Select a PeopleSoft Purchasing business unit containing the purchase orders that you want to review for approval.
PO ID and To PO ID	Select a specific purchase order ID or range of purchase orders.
Approval Status	Select an approval status used by the purchase orders that you want to review for approval. Purchase orders that appear in the search results are those in the status you select and that meet the other search criteria you enter. Approval status values are: Approved: Displays all purchase orders that you have approved. Denied: Displays all purchase orders that you have denied. On Hold: Displays all purchase orders that you have placed on hold. Pending: Displays all purchase order that are waiting for your action. Pushedback: Displays all purchase orders you have pushed back to the previous approver.
PO Date From and PO Date To	Select a range of dates to select purchase orders to view.
Buyer	Select the buyer on the purchase orders.
Search	Click to initiate your search.
Clear	Click to erase your current search criteria in the Search group box.
	Click the Expand All icon to display purchase order detail including line and header level information.
	Indicates that there are lines pending approval for the purchase order.
PO ID	Click the PO ID link to access the Purchase Order Approval page where you can perform approval tasks for one individual purchase order. Approval tasks include approving, holding, or pushing back a purchase order.
	Indicates that a specific header or line is pending approval.
Mark All	Use this row to perform a mass approval action on several purchase orders at one time. After using the Mark All row, you must save (submit) the page to perform this action. Possible actions are: Click Approve to mark all displayed purchase orders as Approve in the Action/Status field. Click Hold to mark all displayed purchase orders as Hold in the Action/Status field. Click Deny to mark all displayed purchase orders as Deny in the Action/Status field.
Submit	Click this button to save and submit your changes on this page.

Performing Approval Tasks for an Individual Purchase Order

Access the Purchase Order Approval page (Purchasing, Purchase Orders, Approve POs. In the search results, click the PO ID link).

Use this page to view the approval steps of a single purchase order. If your approval is needed, determined by your user ID, then the approval tasks are available. Based on your setup, the following options are available on this page:

Approving a purchase order or purchase order line.
Placing one or more purchase order lines on hold. This action inserts an ad hoc reviewer and requires you to enter comments.
Push back a purchase order or purchase order line. A pushback action returns the transaction to the previous approval step.
Add or remove ad hoc approvers or reviewers.
Review an online purchase order that shows the layout of the printed version.
Make comments to be viewed by other approvers or reviewers.

Note. If you select a line that does not require action, you receive a message telling you to select a line that is pending an approval.

View Printable Version	Click this link to review an online purchase order report. This report shows the layout of the printed version. The purchase order opens up as a second window and can be printed. The Oracle BI Publisher is used to generate this report and you can customize it.
PO Total	Displays the total monetary value of the purchase order and the currency used.
Justification	Displays any comments entered at the purchase order header level to justify the need for this purchase order.
Edit PO	Click this button to access the Maintain Purchase Order - Purchase Order page where you can review or change the purchase order. See Creating Purchase Order Lines.

Review Lines

The Review Lines group box displays information about lines within this purchase order, including; line number, approval status, item description, item quantity, unit price, and the total merchandise amount for each line. Use this group box to perform approval tasks on one or more lines.

Sel	Select this check box to perform an approval action on a purchase order line. Once you have selected one or more lines, you can use the View Lines Details button, Approve button, Hold button, or Pushback button.
	The Awaiting Approval icon displays with a purchase order line to indicate the line is pending approval.
	The Information is Requested For This Line icon displays when the purchase order line has been placed on hold.
Select All/Deselect All	Click to either select all lines or to clear all lines. You can select this check box to approve or deny all lines or select individual check boxes to for single approval or denials.
View Line Details	Click this button to view an online purchase order report for the selected lines. This report shows the layout of the printed version. The purchase order opens up as a second window and can be printed. The Oracle BI Publisher is used to generate this report and you can customize it.
Approve	Click to approve the selected purchase order lines. When you approve, the system routes the purchase order line to the next approver and updates the approval status for the line.
Hold	Click to put the selected PO lines on hold. You must enter a comment that is sent to the ad hoc reviewer.
Pushback	Select Pushback to return an approved line back to the previous approver with comments. This is possible only if there was a previous approver in the same path. You cannot push back a purchase order across stages.

Review / Edit Approvers

The Review / Edit Approvers group box displays the approval path for each line and the purchase order header. Use this section of the Purchase Order Approval page to review the approval flow, such as who approved the purchase order before you and who will approve it after you.

Click the plus + symbol to insert ad hoc approvers and reviewers. If you want to remove an ad hoc approver or reviewer click the minus — symbol.

Enter Approval Comments

Use this section to enter comments about the purchase order when performing an approval action. If you deny the purchase order or purchase order line, the system requires that you enter a comment.

Approving Purchase Orders With PeopleTools Workflow Technology

This section provides an overview of approving purchasing orders using the PeopleTools Workflow Technology and discusses how to:

Run the purchase order approval workflow processes.
Approve purchase order amounts.
Approve purchase order ChartFields.

Understanding Approving Purchase Orders With PeopleTools Workflow Technology

PeopleTools Workflow Technology purchase order approvals are available in two areas. You can require approval of one or both of these items:

Purchase order amounts.
Purchase order ChartFields.

There are two types of approval methods:

Automatic approvals.
Workflow approvals.

When you use the PeopleTools Workflow Technology approval method, the system approves purchase orders by using workflow roles, rules, and routings. To implement workflow approvals, define the roles, rules, and routings by using the Workflow component. PeopleSoft delivers a system that includes basic approval rules.

This table lists the purchase order save statuses resulting from all possible setup configurations:

Approval Method	Buyer With Approval Authority	Buyer's Purchase Order Status Setting	Purchase Order Save Status
Automatic	Yes	Pending	Approved
Automatic	Yes	Open (not recommended)	Open
Automatic	No	Pending	Pending
Automatic	No	Open	Open
Workflow	Yes	Pending	Pending
Workflow	Yes	Open (not recommended)	Open
Workflow	No	Pending	Pending
Workflow	No	Open	Open

When you save a purchase order and the system is set up so that the purchase order's status is set to Pending/Approved as the default value, or when you select the Approve option on the Maintain Purchase Order - Purchase Order page, workflow verifies that you have the authority to approve the purchase order.

If you do not have the authority to approve the purchase order, workflow notifies the approver at the next level in the approval hierarchy that a purchase order needs approval and adds the purchase order to that approver's worklist. PeopleTools Workflow Technology routes the purchase order until it reaches an approver with proper approval authorizations.

You can set up PeopleTools Workflow Technology to search for purchase orders that require approval and to move those purchase orders to the appropriate users for approval.

Even if you choose to use workflow approvals, you still have the option not to invoke workflow and use the online pages to approve purchase orders manually.

You can use either of the following methods to send purchase orders into PeopleTools Workflow Technology:

Use the PeopleSoft Application Engine processes.

PeopleSoft Pending PO Amount Approval process and the Pending PO ChartField Approval process use queries to determine which purchase order are eligible for workflow routings and approvals. To be eligible, a purchase order must have a status of Pending Approval and the approval status on the purchase order approval table must be Initial. The purchase order approval table tracks the approval status.

For eligible purchase orders, the Pending PO Amount Approval process sets statuses on the approval table to In Process, and the first worklist entries are created for the purchase order. The purchase order is now in workflow. The status remains as Pending Approval, until the purchase order completes its workflow cycle and the status changes to Approved.
Perform manual steps on the purchase order approval pages.

If the purchase order requires workflow approval, setting the purchase order status to Approved on the Purchase Order Amount Approval page and the Purchase Order ChartField Approval page changes the status on the purchase order approval table to In Process, which triggers workflow approval. Whether you are using workflow or automatic approvals, you can use the PeopleSoft Purchasing online approval pages to approve qualified purchase orders.

You can also use the Buyer's WorkBench or Maintain Purchase Order - Purchase Order page to perform online purchase order approvals.

Using Automatic Approvals

When you use the automatic approval method, the system automatically approves purchase orders when they are saved by a user with proper authorizations. If a user without proper authorizations saves a purchase order, the status changes to the user's default purchase order save status, either Open or Pending. A qualified user must manually access and approve a purchase order by using the Approve Amounts and Approve ChartFields components.

If you choose to use automatic approvals, you must use the Workflow component to assign approval roles to buyers and requesters. This involves determining whether you need a system of multilevel approvals or just specific users who have the authority to approve everything. If you later decide to use workflow-based approvals, the basic infrastructure is already in place.

Examples of Approving a Purchase Order

This section discusses how to perform purchase order approvals in various scenarios.

Manual Purchase Order Approvals

This is an example of a manual approval using the purchase order approval pages.

To purchase the items that are requested on a purchase order, you must obtain your manager's approval prior to making the purchase. You submit the purchase order directly to your manager for her approval. She approves or cancels the purchase order using the Purchase Order Approval pages. If your manager approves the purchase order, she returns it to you for purchase.

When you approve a purchase order manually on the approval pages, the system verifies the authorizations.

When you select the purchase order from your worklist, the system accesses the same pages that you use to start the process manually (the amount or ChartField approval pages.) If you use the workflow process to get the approvals done, and you don't have the appropriate authority, the system uses the same pages for the next role in the approval hierarchy.

Workflow Purchase Order Approvals

This workflow routing scenario involves two roles working with a purchase order:

A junior buyer who can approve purchase orders under 10,000.00 USD.

The junior buyer can also approve the ChartField distributions on the purchase order.
A senior buyer who must approve purchase orders over 10,000.00 USD.

In this scenario, the business unit approval rules specify that both ChartFields and amounts require approval.

Case A: Purchase Orders That Are Less Than Approval Maximum

At the end of every day, all approved purchase orders are automatically dispatched. As the junior buyer creates and modifies purchase orders, she identifies their statuses as pending approval. If all of the junior buyer purchase orders are less than 10,000.00 USD on a given day, the save process changes the status of the purchase orders from Pending Approval to Approved. Because both amount and ChartField distributions are identified as Approved, the system changes the overall purchase order status to Approved, meaning that when the scheduled dispatch process runs at the end of the day, it automatically picks up those purchase orders.

Case B: Purchase Orders That Exceed Approval Maximum

If the junior buyer accesses and approves a purchase order for 10,000.00 USD, workflow routes the purchase order to the next higher role, which is set up as the senior buyer. The next time that the senior buyer logs on and checks her worklist, the purchase order appears in the worklist as needing approval. From the worklist, the senior buyer selects the worklist entry to access the Approval Amounts - Approval page and either approves or denies the request.

Case C: Immediate Approvals

In this scenario, the Pending PO Amount Approval process is set up to run at the end of the day. Therefore, the senior buyer cannot view the purchase order worklist entry until the beginning of the following day. If the senior buyer needs to view and approve the activity sooner, she must follow a different procedure.

To view and approve the activity immediately:

Manually submit a request for the Pending PO Amount Approval process and then act upon the results of the process.
Initiate the workflow process for specific purchase orders by using the approval pages.

If you are the approver, you can approve the purchase order on the Approve Amounts - Approval page, Approve ChartFields - Approval page. As an approver, you can approve, recycle, or deny an activity.

If the purchase orders are retrieved from the scheduled process the system looks at the buyer associated with the purchase orders and then references the approval rules associated with the buyer. If the purchase orders are retrieved on the online pages, the system looks at the user who is logged on and references the approval rules associated with the user. If the junior buyer uses the Approve Amounts - Approval page to approve her purchase orders, the system recognizes that she doesn't have the authority to complete the approval, and workflow responds to this request by routing the activity to the senior buyer worklist.

When both amount and ChartField approvals are identified as complete, the system changes the overall status of the purchase order to Approved. Until then, the overall status remains as Pending Approval.

Note. If the business unit approval rules are set so that they do not require amount or ChartField approvals, the purchase order skips the workflow process.

You can also set up workflow so that activities are routed directly to the person with the proper authority, thus bypassing the incremental routing process up the chain of authority. In the previous example, workflow could have routed the activity directly to the president of the organization, because she is the only one with authority to approve the activity.

The following table is a list of the workflow notification events and workflow business process names that are related to approving purchase orders:

Workflow Notification Event	Workflow Notification Type	Business Process Name
Notify approver when a purchase order needs approval.	Worklist	Purchase Order Approvals
Notify previous approver that a purchase order has been denied or recycled.	Worklist and email (denied) Worklist (recycled)	Purchase Order Approvals

Workflow Notification Event

Workflow Notification Type

Business Process Name

Notify approver when a purchase order needs approval.

Worklist

Purchase Order Approvals

Notify previous approver that a purchase order has been denied or recycled.

Worklist and email (denied)

Worklist (recycled)

Purchase Order Approvals

Using Workflow

PeopleTools PeopleBook: Workflow Technology

Pages Used to Approve Purchase Orders With PeopleTools Workflow Technology

Page Name	Definition Name	Navigation	Usage
Purchase Orders - Approval Workflow	PO_APPR_WF	Purchasing, Purchase Orders, Approval Workflow	Run the Pending PO Amount Approval Application Engine (purchase order amount approval application engine) process (PO_WFPOAMT) to submit purchase order amounts for approval using workflow. Run the Pending PO ChartField Approval Application Engine process (PO_WFPOCF) to submit purchase order ChartFields for approval using workflow. When using the batch Pending PO Amount Approval and Pending PO ChartField Approval processes, these processes do not look to verify who is logged in when running the process, therefore the User ID is irrelevant. Instead, these processes look to the buyer on the purchase order to see if they have approval authority.
Purchase Order Amount Approval	PO_APPROVAL_AMT	Purchasing, Purchase Orders, Approve Amounts, Purchase Order Amount Approval	Approve purchase order amounts for purchase orders that require approval and view details. If you have a purchase order approval role in workflow, you can access this page when you select a purchase order from your worklist.
Purchase Order ChartField Approval	PO_APPROVAL_CHRT	Purchasing, Purchase Orders, Approve ChartFields, Purchase Order ChartField Approval	Approve purchase order ChartFields for purchase orders that require approval and view details. If you have a purchase order approval role in workflow, you can access this page when you select a purchase order from your worklist.

Approving Purchase Order Amounts

Access the Purchase Order Amount Approval page (Purchasing, Purchase Orders, Approve Amounts, Purchase Order Amount Approval).

The amounts that appear are the amounts that you are approving. You can change these values on the Maintain Purchase Order - Purchase Order page and Maintain Purchase Order - Schedules page.

Approval Action	Select one of these actions. If you don't have the authority to complete the approval or if you deny or recycle the purchase order, the approval status remains In Process and routes to the next role user in the approval definition. Approve: Select to approve the purchase order amount or ChartField. If requirements are met, the approval status changes to Complete when you save this page, and the purchase order is made available for dispatch. If workflow is implemented, the system sends an email to the buyer telling him or her that the purchase order has been approved. Deny: Select to deny the amount or ChartField for this purchase order and deny dispatch. If this value is selected and workflow is enabled, the system generates a worklist entry and an email message to the buyer. Recycle: Select to send the purchase order back to the buyer or previous approver. If this value is selected and workflow is enabled, the system generates a worklist entry to the last user who approved the purchase order amount.
Approval Status	Displays the overall status of the purchase order.
View Printable PO (view printable purchase order)	Click this button to review the purchase order printout on the screen. This option does not print the purchase order directly to the printer; however, you can use the print feature from the browser to send the output to the printer.
Comment	Enter comments pertinent to the approval action. These comments are saved with the purchase order and are visible only on the originating page, either the Approve Amounts - Approval page or Approve ChartFields - Approval page.
Chng Order (change order)	Displays the change order number when you approve a purchase order with a change order.

PO Amount

PO Reference	Displays free-form text that appears by default from the Maintain Purchase Order - Purchase Order page.
Merchandise Total Amount	Displays the quantity of items multiplied by the unit price in the purchase order currency.
Merchandise Total Base	Displays the quantity of items multiplied by the unit price in the base currency for the business unit.
PO Total Value	Displays the merchandise total amount plus taxes, freight, and miscellaneous charges in the purchase order currency.
PO Total Base	Displays the merchandise total amount plus taxes, freight, and miscellaneous charges in the base currency for the business unit.

See Also

Entering Purchase Order Header Details

Approving Purchase Order ChartFields

Access the Purchase Order ChartField Approval page (Purchasing, Purchase Orders, Approve ChartFields, Purchase Order ChartField Approval).

This page displays the ChartField values that you are approving. You can change these values on the Maintain Purchase Order - Purchase Order page and the Maintain Purchase Order - Distributions for Schedule page.

Approval Action	Select one of these actions. If you don't have the authority to complete the approval or if you deny or recycle the purchase order, the approval status remains In Process and routes to the next role user in the approval definition. Approve: Select to approve the purchase order amount or ChartField. If requirements are met, the approval status changes to Complete when you save this page, and the purchase order is made available for dispatch. If workflow is implemented, the system sends an email to the buyer telling him or her that the purchase order has been approved. Deny: Select to deny the amount or ChartField for this purchase order and deny dispatch. If this value is selected and workflow is enabled, the system generates a worklist entry and an email message to the buyer. Recycle: Select to send the purchase order back to the buyer or previous approver. If this value is selected and workflow is enabled, the system generates a worklist entry to the last user who approved the purchase order amount.
Approval Status	Displays the overall status of the purchase order.
View Printable PO (view printable purchase order)	Click this button to review the purchase order printout on the screen. This option does not print the purchase order directly to the printer; however, you can use the print feature from the browser to send the output to the printer.
Comment	Enter comments pertinent to the approval action. These comments are saved with the purchase order and are visible only on the originating page, either the Approve Amounts - Approval page or Approve ChartFields - Approval page.
Chng Order (change order)	Displays the change order number when you approve a purchase order with a change order.

See Also

Entering Purchase Order Header Details

Entering Distribution Information