Working with Purchase Order Approval (WPOA)
Purpose: Use this option to review or approve held purchase orders. Although you can also review and approve held purchase orders through Purchase Order Inquiry (MPOI) and Maintaining Purchase Orders (MPOE), the Work with Purchase Order Approval option provides a streamlined way to review and, optionally, approve, a group of purchase orders.
Which purchase orders are listed? Only purchase orders that are held at the header level are available for review or release through this menu option. If the purchase order header is open but one or more detail lines are flagged to hold for release, you need to use Purchase Order Inquiry (MPOI) to review or work with the purchase order.
How do you hold purchase orders? You can have the system put purchase orders on hold automatically:
• If the PO Default Status (A49) system control value is set to HELD
• If the purchase order meets or exceeds the Total Purchase Order Entry Dollar Limit (J91) at initial creation
• If you increase a purchase order dollar total by an amount that meets or exceeds the Total Purchase Order Maintenance Dollar Limit (J92)
In this topic:
• Work with Purchase Order Approval Screen
• PO Approval Item Summary Screen
Work with Purchase Order Approval Screen
How to display this screen: Select Work with Purchase Order Approval from a menu or enter WPOA in the Fast path field at the top of any menu.
POR0764 DISPLAY Work with Purchase Order Approval 4/07/08 10:13:34 EZK Mail Order
----- Date ----- ------ Held ------ Opt PO# Vendor# Buyer Entered Due Dollars Units New
Type options, press Enter. 1=PO Inquiry 7=Item summary 9=Approve
1443 12 HEB 3/07/08 6/09/08 JACK'S OFFICE SUPPLIES 1506 12 HEB 3/12/07 6/13/08 10.00 10 * JACK'S OFFICE SUPPLIES 1640 12 HEB 4/03/08 6/01/08 20,010.00 1,000 * JACK'S OFFICE SUPPLIES 1643 12 HEB 4/03/08 6/01/08 2,010.00 1,000 * JACK'S OFFICE SUPPLIES 1826 12 HEB 4/02/08 6/01/08 4,400.00 5,000 JACK'S OFFICE SUPPLIES +
F2=Approve all F3=Exit F12=Cancel F21=Print list |
Field |
Description |
PO# |
A number identifying a purchase order that is in held status at the purchase order header level. If the purchase order is open at the header level, it is not listed at this screen, even if the status of any of the purchase order detail lines is held. Numeric, 7 positions; optional. |
Vendor# |
A number identifying the vendor on the purchase order. The description of the vendor is on a line below the rest of the purchase order information. Vendors are defined in and validated against the Vendor file; see Working with Vendors (WVEN) for more information. Vendor: numeric, 7 positions; optional. Vendor description: alphanumeric, 30 positions; display-only. |
Buyer |
A code identifying the buyer associated with the purchase order. Buyers are defined in and validated against the Buyer file; see Working with Buyers (WBUY) for more information. Alphanumeric, 3 positions; optional. |
Entered date |
The date when you created the purchase order. Numeric, 6 positions (MM/DD/YY format); optional. |
Due date |
The date when the purchase order is due. This is the due date specified at the purchase order header level, although the due date for individual detail lines may differ. Numeric, 6 positions (MM/DD/YY format); optional. |
Held dollars |
The total dollar value of items on the purchase order that are held. This total does not include units that are canceled, closed, received, or open. Numeric, 11 positions with a 2-place decimal; display-only. |
Held units |
The total number of units on the purchase order that are held. This total does not include units that are canceled, closed, received, or open. Numeric, 7 positions; display-only. |
New |
A star (*) in this field indicates that the purchase order is new and has not been maintained. This screen identifies a purchase order as new if it has no Purchase Order Header History (Audit) messages, with the exception of the message written if the purchase order meets or exceeds the Total Purchase Order Entry Dollar Limit (J91) system control value. Note: If a purchase order was not put on hold because of the Total Purchase Order Entry Dollar Limit (J91) system control value and you subsequently maintain the purchase order, but the maintenance activity did not generate a Purchase Order Header History (Audit) message, the purchase order is still flagged as New. This situation can occur whenever you perform maintenance activities that create detail-level history, such as entering or changing purchase order detail lines, rather than activities that create header-level history, such as printing, faxing, or emailing the purchase order, or changing header-level information such as the due date. Example: The Total Purchase Order Entry Dollar Limit (J91) system control value is set to 10,000.00, and you enter a purchase order for a total of 12,000.00. The system puts the purchase order on hold and writes a Purchase Order Header History (Audit) message indicating the hold reason. The next day, you maintain the purchase order and add another detail line for 3,000.00. The following week, you cancel one of the detail lines. Neither of these maintenance activities create Purchase Order Header History (Audit) messages, so the purchase order is still flagged as New on this screen. Note: You can review Purchase Order Header History (Audit) messages at the Purchase Order Header History Screen in purchase order inquiry. Alphanumeric, 1 position; optional. |
Option |
Procedure |
Select a purchase order for inquiry |
Enter 1 next to a purchase order to advance to Purchase Order Inquiry (MPOI)). |
Review the held items on a purchase order |
Enter 7 next to a purchase order to advance to the PO Approval Item Summary Screen. |
Approve the purchase order |
Enter 9 next to a purchase order to change its header-level status from Held to Open. See Approving Purchase Orders for more information. |
Approve all purchase orders |
Press F2 to approve all listed purchase orders. See Approving Purchase Orders for more information. |
PO Approval Item Summary Screen
Purpose: Use this screen to review the items that are included on held purchase order detail lines. The information for SKU’d items is summarized across all SKU’s on the purchase order.
How to display this screen: Enter 7 next to a purchase order at the Work with Purchase Order Approval Screen.
POR0771 DISPLAY PO Approval Item Summary 4/07/08 17:50:52 EZK Mail Order
PO# . . . . . : 1896 Vendor# . . . : 12 JACK'S OFFICE SUPPLIES Buyer . . . . : HEB HANNAH ELIZABETH BROWN ------ Held ------ Entry date . : 4/07/08 Units Dollars 500 2,024.00 Item Description ERASER PINK ERASER 100 880.00 MARKER RED MAGIC MARKER 100 880.00 PENCIL ECONOMY MECHANICAL PENCIL 100 88.00 PEN23 COMFORT GRIP GEL WRITER 200 176.00
F3=Exit F12=Cancel |
Field |
Description |
PO# |
The purchase order you selected at the Work with Purchase Order Approval Screen. Numeric, 7 positions; display-only. |
Vendor# |
The number identifying the vendor on the purchase order. The vendor’s description is to the right. Vendors are defined in and validated against the Vendor file; see Working with Vendors (WVEN) for more information. Vendor: numeric, 7 positions; display-only. Vendor description: alphanumeric, 30 positions; display-only. |
Buyer |
A code identifying the buyer associated with the purchase order. The buyer’s name is to the right. Buyers are defined in and validated against the Buyer file; see Working with Buyers (WBUY) for more information. Buyer code: alphanumeric, 3 positions; display-only. Buyer description: alphanumeric, 30 positions; display-only. |
Entry date |
The date when you entered the purchase order, or the date indicated in the Purchase Order Header Interface file if you used Working with the PO Interface Files (GPOI, RPOI, WPOI) to create the purchase order. Numeric, 6 positions (MM/DD/YY format); display-only. |
Held units |
The total number of held units on all detail lines on the purchase order. The lower area of the screen breaks this total out by item. If an item has SKU’s, the lower area of the screen lists the total number of held units for all SKU’s. Example: A purchase order includes 100 held units of item AB100 BLUE, and 50 held units of item AB100 RED. The lower area of the screen lists AB100 with a total number of 150 held units. Any units on the purchase order that are canceled, closed, received, or open are not included in the totals. Numeric, 7 positions; display-only. |
Held dollars |
The total dollar value of held units on all detail lines on the purchase order. The lower area of the screen breaks this total out by item. If an item has SKU’s, the lower area of the screen lists the total dollar value of held units for all SKU’s. Example: A purchase order includes $500.00 for held units of item AB100 BLUE, and $250.00 for held units of item AB100 RED. The lower area of the screen lists AB100 with a total dollar value of $750.00. The dollar value of any units on the purchase order that are canceled, closed, received, or open are not included in the totals. Numeric, 11 positions with a 2-place decimal; display-only. |
Item |
The code identifying the item on the purchase order. If the item has SKU’d, the base item only is listed. Alphanumeric, 12 positions; display-only. |
Description |
The description of the item. Alphanumeric, 40 positions; display-only. |
Approving individual purchase orders: Enter 9 next to a purchase order to approve it.
Approving all displayed purchase orders: Press F2 to select all held purchase orders in your company.
Purchase Order Header History (Audit) messages written: In addition to changing the status of the purchase order(s) from held to open, the system writes Purchase Order Header History (Audit) messages such as the following:
A 5/07/08 EKAPLAN Approve by: EKAPLAN
A 5/07/08 EKAPLAN Approval date: 50708
You can review these messages at the Purchase Order Header History Screen in purchase order inquiry.
| Maintaining Purchase Orders (MPOE) | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Using Purchase Order Inquiry |
ME08_02 CWDirect 18.0.x 2018 OTN