POs Awaiting Approval

Once Purchase Orders are created, they are then in a status of Awaiting Approval. This is an optional stage for approval for purchase orders, which is configurable, and can be skipped (there is a setting under vx Suite Admin, Client Admin > EAP). However, this additional stage can be useful as it means that POs do not become real orders without another entity approving them. Purchase Orders awaiting review are held in the table shown above, namely the “PO Awaiting Approval” tab OR the “Purchase Orders Awaiting Approval” table.

Example of functionality in use

The following are the column header descriptions for the “Purchase Orders Awaiting Approval” table:

Field	Description
PO #	This is the unique number that is given to an approved Requisition. Items highlighted in red indicate Over Delivery. You will need to click in to the PO and either “Accept” or “Decline” the over delivery. Items in a grey "non-clickable" box(highlighted by arrows in the above screenshot) indicate that these are EMERGENCY Requisitions and should be looked at first. The example given in the above screenshot is not clickable as they have not yet been approved at Requisition level.
Requisition No.	This is the unique number given to every raised Requisition – this will be given when a new Requisition is raised.
Requisition Approval Date	The date that the Requisition was approved on.
Supplier Order Reference	At this point, if you knew the Reference number from a website order and added it in at the “New Requisition” stage then it will be present here. This field can also be populated at this point (if the appropriate rights are assigned to the role).
Num of Items	Total number of line Quantity within the Requisition. This refers to a line item – you may have a ‘1’ in the QTY field for a box of 500.
Vendor	The name of the Vendor who the order is with.
Status	This will show Purchase Orders with the following statuses: PO Opened PO Hold (Reason) Over Delivery Indicated For PO
Project	This is an optional field when creating a new Requisition. If the Requisition was part of a EAP Project (full Purchasing functionality) - then this field will be autopopulated.
Latest Note	This will show the latest note that has been added to the Purchase Order. This column will also allow you to click on the note and a pop-up will appear showing all the notes for this Purchase Order. Within this popup – you are also able to add further notes by clicking on “Add Note”. NOTE: Please check in the history for the most up to date comment / update / note added to the PO as this will be in chronological order.

You will need to click on the Purchase Number in the “PO #” column to further action the Purchase Order. A screen similar to the below will then open:

There are 3 mandatory fields within this area that need to be completed prior to the Purchase Order being approved and the order sent through to a Supplier. You are also able to edit the Quantity and Cost of items within this screen (role configurable), for whatever reason, this is achieved by clicking on the relevant values in the table at the bottom of the page.

The 3 mandatory fields are:

Field	Description
Vendor Payement Terms	These fields will be defined within the Client Admin area. Therefore choices depend on what has been defined by the System Administrator.
Review Action	There are four options here: Approved: Select this option if you would like to approve the Purchase Order and move it to the next table – “Active Purchase Orders”. Cancelled: Select this option if you would like to “Cancel” the Purchase Order. This will move the Purchase Order to the “All Purchase Orders” table in a status of “PO Cancelled”. Change Vendor: Select this if you would like to amend the Vendor. If you select “Change Vendor” then a new mandatory field called “Vendor” will appear with a search function. Put On Hold: Select this if you would like to put the Purchase Order on hold. A new mandatory drop down field will appear called “On Hold Reasons” – these reasons will be defined by the Client System Administrator in the Client Admin area. The Purchase Order will remain in the “Purchase Orders Awaiting Approval” table and will have a status of “PO Hold (Reason)”.
Comments	Any supporting comments to whichever option you choose as above.

Once you have filled in the above 3 fields, you are then able to point your attention to the table at the bottom of the page. Here you can amend the quantity and cost of any items. However, you can also choose to do this at a later stage. You can amend the fields by clicking on the following relevant columns (NOTE: The ability to amend these fields is configurable):

• Qty
• Cost

A popup similar to the below will open and you will be able to add in the amended values and click on Update:

Once you are happy with the Purchase Order and all the fields are filled in – then you can click on the Save button to then move this Purchase Order to the “Active Purchase Orders” table.

No invoice can be raised against the Purchase Order until it has been approved and has moved in to the “Active Purchase Orders” table.

Configuration of functionality

To switch off this table and then have Purchase Orders go directly to the "Active POs" table, then navigate to the applicable client under vx Suite Admin - Client Configuration Attributes > Select Client > Client Profile > EAP. There is a setting called "Manually Approve PO". This field has 3 options:

• All POs
• PO's having quote items
• None

If you select "None", then the Purchase Order will not go to this table. Please see the below screenshot to show this area:

You are able to switch off the ability for a user to edit the "Cost" and "Qty" field. This is done against the role of a user.

Other Notes

1. The ability to edit the "Cost" and "Qty" fields are configurable by role.
2. This table can be switched off all together and raised Purchase Orders can go straight to the "Active POs" table.
3. The "Vendor Payment Terms" are client configurable by the Client System Administrator.