Approving PO Lines
Horizon has an approval process for purchase orders. The advantage of the approval process is that you have a checking system for orders. If you want to use the approval process for PO lines, you can have authorized staff manually approve PO lines either individually or in a batch. Once a PO line is approved, only authorized staff can make changes to the PO line’s information. (For more information on authorizing staff members to approve PO lines or undo approval, see “Security” in the Acquisitions Setup Guide.)
If you do not want to use this feature, you can choose to have Horizon automatically approve PO lines. If you need to change an approved PO line, you can make the changes if you have passkey security. (For more information on passkeys, see “Security” in the Acquisitions Setup Guide.)
Effects
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Horizon validates the budgets for the PO line items. If the PO line items have budgets entered and the budgets are valid, Horizon approves the selected PO lines. |
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Horizon verifies that you entered a quantity for all selected PO lines. |
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Horizon approves the selected PO lines. |
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Horizon sets the Approve Date for all PO line items of the approved PO lines. |
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Horizon writes an Approve PO line activity in the PO Line Item History. |
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Horizon creates proforma statements for prepaid orders. |
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For prepaid orders, if you are approving a PO line that already has a proforma statement number for an approved statement, then Horizon creates a new proforma statement. Horizon replaces the old statement number with the new statement number on the PO. If the subsequent proforma statement is not approved, Horizon adds another line to the statement for the PO line. |
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You cannot do any of these PO line activities until the PO line is approved: print a PO, receive any quantities, cancel any quantities, back order any quantities, invoice any quantities, create a voucher, or create a BISAC or EDIFACT order for a PO. |
Constraints
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You cannot change the PO line after approval without passkey security. Different passkeys let you make different changes. (For more information, see Editing an Approved PO Line. For more information on passkeys, see “Security” in the Acquisitions Setup Guide.) |
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You cannot remove line items from a PO line once it has been approved. In order to remove line items, you must first undo any activities on the line, including the approval activity. (For more information, see Undoing an Approval for a PO Line.) |
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