Approving Item Definitions

This section discusses how to approve item definitions.

Page Name

Definition Name

Usage

Item Approval Page

INV_ITEM_APPROVAL

Approve item definitions that you create at the SetID level.

For maximum control over the item master, the system enables you to require that authorized staff members approve item definitions before the items become available for transactions.

To set up and use manual item approval processing:

  1. Select the Item Approval Required option on the Installation Options - Overall/GL page.

  2. Specify an item approval method:

    • Manual: Authorized staff can approve or deny item definitions for a SetID on the Item Approval page.

    • Workflow: You must establish item approval as a business process in PeopleSoft Workflow.

  3. Change the current status of the item from Under Initialization to Pending Approval on the Define Item - General: Common page when you add item definitions at the SetID level.

    Changing the status makes the item definition available for approval on the Item Approval page or triggers the item approval workflow.

  4. The system sends a worklist entry for each item definition with an item status of Pending Approval to an authorized staff member.

    The worklist entry for item approval transfers the authorized staff member to the Item Approval page.

  5. The authorized person approves or denies the item definition on the Item Approval page.

Until an authorized person approves an item definition on the Item Approval page, you can't modify the item definition at the SetID level. However, for items with a Pending Approval status, you can define purchasing information by using the Purchasing Attributes component and define item attributes at the business unit level by using the Define Business Unit Item (GEN_ATTRIB_INV_GBL) component.

Before an item is approved, the only valid statuses on the Define Item - General: Common page are: Under Initialization and Pending Approval. In environments that don't require item approval processing, items with a Pending Approval status are updated to Active status.

In item-approval environments, the current item status is updated from Pending Approval to Active when an authorized person approves the item definition on the Item Approval page. After the person approves the item, you cannot change the item's approval status, and approved items are no longer available on the Item Approval page. Also, Under Initialization, Pending Approval, and Denied Approval are no longer valid item statuses on the Define Item - General: Common page. You can select only the Active, Hold, or Discontinue statuses.

The Effects of Status Change on the Item

Status changes at the SetID level affect the status at the business unit level:

  • If the item has a status of Under Initialization at the SetID level, the definition for the item at the business unit level can have only the status of Under Initialization.

  • If the status of the item at the SetID level changes from Under Initialization to Pending Approval, all of the definitions for the item at the business unit level are updated to Pending Approval status.

  • If the status of the item at the SetID level changes from Pending Approval to Active, all the definitions for the item at the business unit level are updated to Active status.

  • If you change the status of the item at the SetID level back to Under Initialization, then all the definitions for the item at the business unit level are updated to Under Initialization.

Use the Item Approval page (INV_ITEM_APPROVAL) to approve item definitions that you create at the SetID level.

Navigation:

Items > Define Items and Attributes > Approve Item > Item Approval

To approve items, use the Item Approval (ITEM_APPROVAL) component.

Field or Control

Description

Item Definition Approved

Select a value:

Approved: Approves the item when you save the page. This is the status default value.

Denied: Denies the item so that it is not available for transactions, but you can view it by using the Review Item Information menu.

Note: For items with a status of Denied or Pending Approval, you can change the status back to Under Init(under initialization). When you do, the status of the item definition at the SetID and business unit levels changes back to Under Initialization.