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.