P a g e 1 Purchase Order Wrkflw Prcessing
P a g e 2 Table f Cntents PO Wrkflw Prcessing...3 Create a Purchase Order...3 Submit a Purchase Order...4 Review/Apprve the PO...4 Prcess the PO...6
P a g e 3 PO Wrkflw Prcessing The fllwing diagram gives an verview f the PO Wrkflw Prcessing steps. Create a Purchase Order Yu can create a Purchase Order in ne f the fllwing tw frms: PO Pending Purchase Orders PM Purchase Orders Fr mre infrmatin n the PM Purchase Orders frm, refer t the Help tpic PM Purchase Orders in the V6 sftware. POs created using PM Purchase Orders that have a wrkflw applied t them cannt be interfaced until they are apprved. Once the Wrkflw Status is Apprved, the Apprved bx n the Inf tab is enabled and the PO can be interfaced using PM Interface. Remember t als check the Send bx n the Nn-interfaced Items tab. The Wrkflw and Submit fr Apprval buttns functin the same as they d n the PO Pending Purchase Orders frm, as des the Wrkflw Histry tab. Use the fllwing instructins t create a PO in the PO Pending Purchase Orders frm. 1. Frm the Purchase Order mdule s Prgrams flder, pen the PO Pending Purchase Orders frm. 2. Use the upper prtin f the Inf tab t enter general PO infrmatin. Fr help with field definitins, click in the field and press F1. 3. Use the lwer prtin f the Inf tab t create PO items with details. Fr help with field definitins, click in the field and press F1. 4. Save the recrd. The system will determine if spending limits have been exceeded and the Wrkflw Status will update in the bttm left crner. 5. T see the wrkflw that applies t each PO item and the reviewers/apprvers in the wrkflw, click the Wrkflw buttn. Yu can als enter Cmments fr the reviewers/apprvers in this frm. Nte: the Wrkflw buttn is nly enabled when the PO must be apprved.
P a g e 4 Submit a Purchase Order Wrkflw Status: Apprval Nt Required 1. If the Wrkflw Status displays Apprval Nt Required, click the Prcess buttn. Yu will be prmpted t create a new batch r add the PO t an existing batch. 2. Make yur batch selectin and click OK. 3. Click the Validate buttn. 4. If there are n errrs, click the Pst buttn. The PO will pst as a PO Entry batch. Wrkflw Status: Apprval Required 1. If the Wrkflw Status displays Apprval Required, click the Submit fr Apprval buttn. 2. The reviewer will receive a message that the PO is ready t be reviewed. Once the PO has been submitted fr apprval, yu can view its prgress in several ways: Wrkflw buttn - Click the Wrkflw buttn n the frm that was used t create the PO - fr example the PM Purchase Orders r PO Pending Purchase Orders frm. This will launch the PO Wrkflw Item Reviewers / PO Pending Reviewers frm, which displays the prgress f the PO in the wrkflw prcess and any cmments that have been entered. Wrk Center - Open the My Dcuments in Wrkflw query in the Wrk Center that yu use t prcess purchase rders. This displays a list f purchase rders that yu have created, and their prgress in a wrkflw. Wrkflw Histry tab - Cmments display n the Wrkflw Histry tab n the frm used t create the PO, fr example the PM Purchase Orders r PO Pending Purchase Orders frm. This tab displays the histry f the PO, fr example the cmments entered by reviewers/apprvers, when it was submitted fr apprval, and when it was apprved/rejected. Yu can make changes t the PO after it has been submitted, but changing the PO items will remve the PO frm the wrkflw prcess. Once yu have made yur changes, click the Submit fr Apprval buttn t resubmit it fr review/apprval. If the PO has already been apprved, the status f the PO will be Apprved and changes will n lnger be allwed. Review/Apprve the PO This step is perfrmed by a reviewer/apprver n the wrkflw that applies t the PO. 1. Open the Wrk Center that yu use t review/apprve purchase rders. 2. Open the My Dcuments t Review ptin in the Wrk Center menu. A list f POs that yu need t apprve/review will display. This is a list f POs, nt PO items.
P a g e 5 3. Select frm the fllwing actins: View the PO Items - Duble click n a PO t drill dwn and view the PO items. T return t the list f purchase rders, click the icn. Open/Edit a purchase rder - When yu edit the items n a PO, yu take wnership f the PO and becme its riginatr. This means that yu are pulling the PO ut f the current wrk flw. If the PO needs t be prcessed in a wrkflw after yu make the changes, yu will have t submit the PO fr apprval just like if yu were the ne that riginally created the PO. T pen r edit a PO/PO item, select it in the list and click the Open ( ) icn. This will pen the PO in the frm that was used t create it. Fr example if the PO was entered using the PO Pending Purchase Orders frm, the PO will pen in that frm. NOTE: Yu cannt edit purchase rders that have been fully apprved. Apprve a purchase rder - When yu apprve a PO, yu apprve all f the PO items where yu are set up as a reviewer/apprver. This means that yu cannt apprve/reject specific items n the PO. Frm the My Dcuments t Review inquiry, select a PO that needs t be apprved and click the Apprve Dcument ( ) icn. This will apprve all f the PO items n the purchase rder where yu are set up as an apprver. When viewing PO Items clicking the Apprve Dcument ( ) icn will apprve all f the items n the PO where yu are set up are a reviewer/apprver, nt just the selected PO item. PO / PO Items - What if there are mre apprvers/reviewers in the wrkflw? - If the PO / PO item needs t be apprved by mre users befre it can be prcessed, the PO /PO item is nly partially apprved when yu apprve it. Yu can see this by pening the PO /PO item in the frm that was used t create it, and then clicking n the Wrkflw buttn. This will pen the Wrkflw Item Reviewers frm, which displays the apprvers that still need t review/apprve it. Reject a PO - When yu reject a PO, yu reject the entire PO, nt just the PO items where yu are set up as a reviewer/apprver. This means yu cannt reject specific items n a PO. If any prtin f the PO is rejected, the riginatr f the PO receives a message that the PO has been rejected and the entire PO is pulled ut f the wrkflw prcess. Frm the Wrkflw Dcument Review, select a PO that needs t be rejected and click the Dcument ( ) icn. This will reject all f the PO items n the purchase rder, and the user that created the PO will receive a message that the PO has been rejected. When viewing PO Items clicking the Dcument ( ) icn will reject the entire PO, nt just the selected PO item. This means the entire PO will be sent back t the riginatr.
P a g e 6 Add a cmment - Add cmments t a PO item. These cmments can be viewed by ther apprvers/reviewers, and the riginatr f the PO. T add a cmment, duble click n a PO in the My Dcuments t Review query in the Wrk Center, and then select a PO item and click the Add Cmments ( ) icn. This will pen the WF Dcument Review Edit frm. Cmments - Use the Cmments field t enter yur cmments. This infrmatin is assciated with a specific reviewer/apprver and PO item, and it can be viewed in several ways. Ntes - The text entered in the Ntes field nly displays n this frm and cannt be viewed by ther apprvers/reviewers, r the riginatr f the PO. Add an attachment - Yu can add attachments t PO items directly frm a Wrk Center. Frm the My Dcuments t Review query, duble click n a PO and then select a PO item that displays. Click n the Attachments ( ) icn at the tp f the grid t add an attachment t the selected PO item. If a reviewer adds an attachment t a PO item/reviewer but then makes a change t the PO item, the reviewer/apprver takes wnership f the PO and the wrkflw changes. This means that the PO item/apprver recrd that the attachment was assciated with n lnger exists. In this case, the selectin in the Retain attachments after recrd delete bx n the DM Attachment Optins frm determines what happens t the attachment. If this bx is checked, the attachment will becme a stand alne attachment. Yu can view the attachment in the DM Attachment Index Search frm when the Stand Alne filter bx checked. If this bx is nt checked, the attachment will be deleted. 4. When the purchase rder has been fully apprved, it is ready t be prcessed. Prcess the PO Once the PO has been apprved, it can be prcessed. This will put the pending PO in a PO Purchase Order Entry batch and pst the PO. 1. Open the apprved PO in the PO Pending Purchase Orders frm. 2. Verify that Apprved displays in the Wrkflw Status field at the bttm f the frm. 3. Click the Prcess buttn. This will pen the Batch Selectin frm. 4. Use the Batch Selectin frm t prcess the PO in an existing PO Purchase Order Entry batch, r create a new batch. 5. Once a batch has been selected, the PO Batch Prcess frm will display.
P a g e 7 TIP: Yu can exit this frm if yu d nt want t pst the batch. Fr example yu can add multiple POs t a single batch, and then validate and pst them all at nce. 6. Validate the batch, preview/print the batch reprts, and then pst the batch. NOTE: If there are errrs in the batch, yu can fix them by pening the batch using the PO Purchase Order Entry frm. 7. After the PO has been prcessed, yu cannt change it using the PO Pending Change Orders frm. Yu wuld nw change it as yu wuld any ther PO.