Authorize Purchase Order or Purchase Order Change Order
Explanation
A purchase order or a purchase order change order that has retrieved authorization
steps (lines) from an authorization routing template is locked, i.e., cannot
be handled, until it has been authorized by one or several authorizers. It can
also be authorized by an authorizer who is a member of an authorization group,
an authorizer who is assigned to a project role, a position or is a buyer.
When an authorizer is assigned to a position, org code could be used to limit
authorization to authorizers assigned to that specific position within selected
org code.
The purchase order authorization can be performed both in the Purchase
Order/Authorization tab and in the Purchase Order Authorization
page. The purchase order change order can be authorized in the Purchase
Order Change Order/Authorization tab as well as the Purchase Order
Authorization page. You can only authorize those lines for which you
are responsible.
It is possible to revoke your authorization in the same pages in which you
can perform the authorization. Revoking a previously made authorization is possible
for purchase orders in status Planned, Released, or Confirmed
and purchase order change orders in status Released or Authorized.
Prerequisites
- The authorization routing template either must have been manually retrieved
by using Select Authorization Routing Template in the Operations
menu in the Purchase Order page or automatically retrieved
when you tried to release the purchase order or by using Fetch Authorization
Rule in the Operations menu in the Purchase Order
page. For a purchase order change order, the authorization routing template
is retrieved when the Select Authorization Routing Template option
in the Operations menu is selected in Purchase Order Change
Order page or automatically retrieved when the purchase order change
order is set to Release.
- To be able to authorize the purchase order or change order, you must
have been entered in the Purchase Authorization Basic Data/Authorizers
page and logged on to the system with your own user ID.
- To be able to authorize purchase orders or change orders in the name
of a specific authorization group, you must have been entered as a member
of that authorization group in Purchase Authorization Basic Data/Authorization
Groups.
- To be able to authorize purchase orders or change orders in the name
of a specific project role, you need to have been assigned to that project
role in the Project Details/Role Assignments tab or the
Project Info/Role Assignment tab.
- To be able to authorize purchase orders or change orders in the name
of a specific position, you need to have been assigned to that position
in the Employee Files/Employment/Assignments tab.
- To be able to authorize purchase orders or change orders in the name
of the buyer, you need to have been assigned to that buyer on the purchase
order or change order in the Purchase Order or Purchase
Order Change Order page.
- To be able to authorize a step on behalf of another authorizer, you
need to have been defined as a substitute for that authorizer in the
Substitutes page.
System Effects
- For each authorized line, the system automatically fills in the name
of the authorizer and the authorization date.
- For a purchase order, when all authorization lines have been authorized,
the purchase order can be released.
- For a purchase order change order, when all lines have been authorized,
the status of the change order is changed to Authorized and it is
possible to process the changes from the change order to the purchase order.