Authorizing the purchase order

This page allows you to select the purchase order for authorization. Tell me more.

Select the “Authorize Purchase Order” link under the “Purchase Order” business component.

The “Select Purchase Order” page appears.

The system displays the following field.

Date Format

The format in which the date fields are displayed in this page. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

Enter the following in the “Search Criteria” group box, to search for the purchase order. Data entry in the following fields is optional.

Purchase Order #	The number identifying the purchase order (Alphanumeric, 18). You can enter the PO number in full or specify it partially using the “*” character. The system retrieves all the purchase orders with PO numbers similar to the number entered here. Leave this field blank, to retrieve all the POs.
PO Type	Use the drop-down list box to specify the type of the purchase order to be modified. The various PO types are “General”, “Express”, “Consignment”, “Exchange”, “PBH,” “PBH -Exchange”, “DropShip” “Sample”, ”Customer Goods”, ”Service” and “Adhoc”. The system retrieves all the POs of the type specified here. Leave this field blank, to retrieve all the POs, irrespective of their type. The system leaves the field blank by default
Expense Type	Use the drop-down list box to specify the expense type of the purchase order. The options available are “Revenue” and “Capital”. The system leaves the field blank by default. The system retrieves the purchase orders with the Expense type that you specify here. Leave the field blank to retrieve purchase orders of all Expense types.
PO Category	Use the drop-down list box to specify the PO category. All the categories defined in the “Create Quick Codes” activity are available for selection. The system retrieves all the POs whose PO category is similar to the value specified here. The system leaves the field blank by default. Leave this field blank, to retrieve all the POs, irrespective of the category of the PO.
PO Date From/To	The starting date, in the range of purchase order dates, from which the purchase order details must be retrieved in the first input box (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised later than this date. The system displays the date that is one month prior to the current system date, by default. Leave this field blank, to retrieve all the POs, irrespective of their date. The ending date, in the range of purchase order dates, until which the purchase order details must be retrieved second input box (Date Format). Ensure this date is lesser than or equal to the system date. The system lists all the purchase orders that are raised earlier than this date that are in "Fresh". The system displays the current system date by default. Leave this field blank, to retrieve all the POs, irrespective of their date.

Note: The date entered in the “PO Date From” field must be less than or equal to the date entered in the “PO Date To” field.

Expense To	Use the drop-down list box to select the posting finance book for the purchase order of type Adhoc/Service. The drop-down list displays all finance books in “Active’ status that are valid for the login organization, if PO type is Adhoc or Service. In addition, if “Purchase Order on behalf of Trading Partner" under the category 'Purchase Order' is set as "Allowed" in Purchase Option Settings activity of the Logistics Common Master, the drop-down list box will display also finance books from group companies for which “Enable Automatic Accounting for Purchases in the related Company” is set as "Yes". The system retrieves all purchase orders posted to the finance book that you select here.
Supplier #	The code identifying the supplier (Alphanumeric, 45). You can enter the supplier code in full or specify it partially using the “*” character. The system retrieves all the POs raised on supplier numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the supplier against whom the purchase order is raised.
Part Type	Use the drop-down list box to specify the part type. All the part types defined in the “Create Parts Main Information” activity of the “Part Administration” business component are available for selection. The various part types available are “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”. The system retrieves all the POs raised on part type similar to the value specified here. The system leaves the field blank by default.
Part #/ Mfr. Part #	The part number (Alphanumeric, 40) or the number provided by the manufacturer of the part. You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the purchase orders with part numbers similar to the number entered here. Leave this field blank, to retrieve all the POs, irrespective of the part for which the purchase order is raised.
Buyer Group	Use the drop-down list box to select the buyer group to which the buyer is associated. The system sets the field to blank by default. The system lists the buyer groups that are defined in the “Create Buyer Group” activity of the “Logistics Common Master” business component and the buyer groups that are mapped to the purchase order.
Note: If the “Buyer Control” option for the Category “Purchase Order” is set as “Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box is loaded with values that satisfy all the following conditions: Buyer groups that are in “Active” status Buyer groups that are mapped to the login user as a buyer of type “Primary” or “Secondary” and Buyer groups that have rights for Purchase Order document in the “Buyer Group” business component. If the option “Buyer Control” for the Category “Purchase Order” is set as “Not Needed” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box is loaded with all the buyer groups mapped to the Purchase Order document. All purchase orders created with a buyer group and other purchase orders without any buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "1" i.e., Include PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component. Only purchase orders created with a buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "0" i.e., Exclude PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component.
User Status	Use the drop-down list box to specify the user-defined status of the PO. All the “Active” user-defined statuses defined in the “Create Quick Codes” activity are available for selection. The system retrieves all the POs that are in the status specified here. The system leaves the field blank by default. Leave this field blank, to retrieve all the POs, irrespective of their user-defined status.
Created By	The name of the user who created the PO. (Alphanumeric, 40).
Purchase for	Use the drop-down list box to indicate whether the purchase order must be created for the login organization or for a group company or for the customer. The drop down list box will display the following options for the category 'Purchase Order' in Purchase Option Settings activity under Logistics Common Master: Self, Supplier and Customer, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Allowed" . Self and Supplier, if “Purchase Order on behalf of Supplier” is set as “Allowed” and “Purchase Order on behalf of Customer” is set as “Not Allowed”. Self and Customer, if “Purchase Order on behalf of Customer” is set as “Allowed” and “Purchase Order on behalf of Supplier” is set as “Not Allowed”. However, if both "Purchase Order on behalf of Supplier" and “Purchase Order on behalf of Customer” are set as "Not Allowed", the sole option available will be Self." Self: Indicates the purchase order is intended for the login organization. Supplier: Indicates the purchase order is intended for a supplier that is a group company. Customer: Indicates the purchase order is intended for a customer Note: You must not select Supplier from the drop-down list box: 1) if the PO type is Sample or Customer Goods; 2) if the expense type of the purchase order is Capital. You can select Customer from the drop-down list box if the PO type is ‘General’, ‘Express’ or ‘Exchange’. In the editable field alongside, enter the Trading Partner # to specify the Supplier / Customer.

Check the following box:

Subcontract

Check this box to indicate that the purchase order facilitates subcontract manufacturing and spare parts are issued/ to be issued against the PO.

Click the “Search” pushbutton, to retrieve the details in the multiline.
Select the “View Part Info” check box to display part-specific details from the retrieved purchase orders. These details include: Part #, Part Description, Qty, UOM, Schedule Type and Earliest Due Date. Do not select the check box to hide the part details.
Check the “Select All” box, if you wish to authorize all the purchase orders listed in the multiline.

The system displays the following in the “Search Results” multiline.

Purchase Order #	The purchase order retrieved by the system.
Amendment #	The amendment # of the purchase order.
PO Date	The date on which the purchase order was raised.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
PO Value	The total value of the purchase order in PO currency. The sum of PO basic value, the additional charges and the additional cost (for all the Line #/Part # combination) in the PO Currency is displayed here.
Currency	The currency in which the purchase order is raised. Note: The PO currency could be the base currency or any other currency with a pre-defined conversion factor for the base currency.
Part #	The number identifying the part.
Part Description	A textual description pertaining to the part.
Qty	The total quantity of part ordered.
UOM	The unit of measurement in which the part is purchased.
Value	The value of the part which is calculated as follows: Value = ((Cost * Qty)/Cost per)
Earliest Due Date	The earliest need date of the part. Mandatory, if “Schedule Type” is single. The earliest due date must be later than the PO date.
Expense Type	The expense type of the purchase order. .
PO Status	The status of the purchase order, which could be “Fresh”.

Enter the following field:

User Status

Use the drop-down list box to select the user status of the purchase order. The system lists all the “Active” user statuses defined in the “Create Quick Codes” activity of “Logistics Common Masters” business component.

The system displays the following:

Created By	The name of the user who created the purchase order.
Buyer Group	The code that identifies the buyer group with which the purchase order is associated.
PO Type	The type of the purchase order.
PO Category	The category to which the purchase order belongs.
Expense To	The finance book for posting of account entries against the purchase order.

Enter the following field, only if you want to return the purchase order:

Reason

The reason for returning the purchase order (Alphanumeric, 255) Data entry in this field is mandatory, if the purchase order is being returned.

The system displays the following:

Purchase for	Indicates whether the purchase order must be created for the login organization or for a group company or for the customer.
Trading Partner	Displays the concatenation of Trading Partner # and name in the format “Trading Partner # \| Trading Partner Name”.
Subcontract	Indicates the purchase order facilitates subcontract manufacturing and spare parts are issued/ to be issued against the PO.

Check the box in the multiline, to mark the purchase order for authorizing.

Note: At least one row must be selected in the multiline.

To view PO details before authorization

Click the hyperlinked purchase order number in the multiline, to view the purchase order details.

To authorize purchase order(s)

Click the “Authorize Purchase Order” pushbutton, to authorize the purchase order(s) selected in the multiline.

If any line item of the Purchase Order document has reference to Customer Order, Shop Work Order or A/C Maint. Exe. Ref #, the system ensures that the Reference Document is in a valid status:

If the Purchase Order document has reference to Customer Order, the system ensures that the Customer Order is available in one of the following statuses, “Confirmed”, “Authorized”, “Under Amendment”, “Completed”, or “Processed”.
If the Purchase Order document has reference to A/C Maint. Exe. Ref #, the system ensures that the A/C Maint. Exe. Ref # is available in “Planned”, “In-Progress” or “Completed” status.

Ensure that the condition of the part in the selected purchase order is in accordance with the storage rules defined for the warehouse in the “Edit Warehouse – Stock Status/Condition Allowed” page of the “Storage Administration” business component. For example, if warehouse ‘W001’ can store only parts in “New” and “Overhauled” condition, ensure that the condition of the part , in the purchase order selected for authorization, is either “New” or “Overhauled”.

The system verifies if the classified part is allowed in the receipt warehouse, as defined in the “Storage Administration” business component.

Note: If the classification of the part is set as “None” or not defined in the “Part Administration” business component, the part is classified as Non-Repairable.

The system updates the status of the purchase order as “Open”, after it is authorized at the last authorization level defined for the purchase order, only if there exists some pending quantity. If the last authorization level has not been reached, the system updates the status of the purchase order as “Under Authorization”.

Note: The PO part/line level core status is updated, if the PO Ordered Qty = Issued Qty + Adjusted Issue Qty = Accepted Qty + Adjusted Receipt Qty

Note: If the PO status is "Open" and the “Amendment #” is greater than 'zero', the system updates the PO status to "Closed" only when the Core status of the PO is "Closed".

The system updates the financial postings related to the authorized purchase order in the “Finance Book Postings” component.

The system ensures that the Operational Status of the supplier is not set as “Hold PO” in the “Add Location Details” activity of “Supplier” business component.

The system updates the Part –Serial/ Lot in the stock with the cost in the purchase order, if the “PO Type” is “Consignment” and the accepted quantity is greater than zero.

In case if on amendment, the “PO Pending Quantity” becomes zero, the system updates the status of the purchase order as “Closed”. This happens only after the PO gets authorized by the last authorization level (as defined for the purchase order, in “Work Flow Management” business component ).

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

If the PO is a PR based PO, the system updates the corresponding purchase request with the modified and/or additional details in the purchase order with the latest amendment number.

For the PO lines having Adjusted Receipt Qty, on authorization of Exchange/PBH-Exchange POs, the PR document is updated for the requested parts in the following way:

1. PR-PO Covered Qty = GR Moved Qty/Accepted Qty
2. Pending Order Qty = Covered Qty – Moved Qty
3. Pending Replenishment Qty = Covered Qty – Moved Qty

If the Receipt Recording Option for the PO is “No GR”, the system updates the PO Status to “Closed”.

For Purchase Orders with Expense Type as “Capital”, (other than the POs of PO Type ‘Consignment’), total cost of all the parts mentioned in the Purchase Order referring to the same Capex Proposal # should be less than the Pending Amount mentioned in the Capex Proposal #.

On authorization of fresh / amended Purchase orders, if Purchase Order with parts of Expense Type-Capital is approved, then the Proposal # in Asset Planning Business Component would be updated with approved / amended amount, if the PO type is not ‘Consignment’.

The system stores the login user ID and the server date along with the modification details.

UOM conversion factor

The table illustrates the way in which the system derives UOM conversion factor for the ordered parts.

Scenario	Conversion factor
Stock UOM varies from Part UOM	As defined for the part in Part Administration.
Stock UOM varies from Part UOM	As commonly defined in the system, if conversion factor is not available for the part.
Stock UOM same as Part UOM	‘1’
PO type is Adhoc/Service	‘1’

Core status update for Exchange/PBH-Exchange purchase orders on authorization

Scenario on Exchange/PBH-Exchange purchase order authorization	Line level/Part core status in the PO
No ordered qty pending for issue (Ordered Qty – Issued Qty – Adjusted Issue Qty = 0) Some quantity of receipt due	Receipt Due
No ordered qty pending for receipt (Ordered Qty – Accepted Qty – Adjusted Receipt Qty = 0) Some quantity of issue due	Core Due
(Ordered Qty – Issued Qty – Adjusted Pending Issue Qty = 0) (Ordered Qty – Accepted Qty – Adjusted Receipt Qty = 0)	Closed

PO/Document Status derivation from Part/Line level status

Line level/Part core status of	PO Document level core status
Receipt Due for all parts	Receipt Due
Core Due for all parts	Core Due
Closed for all parts	Closed

Line level/Part Status

Scenario	Line Level/Part Status
Order Qty <> (Accepted Qty + Adjusted Receipt Qty)	Open
Order Qty = (Accepted Qty + Adjusted Receipt Qty)	Closed

PO/Document Status derivation in purchase orders

If Line Level/Part Status of	Document/PO Status will be
Any one part ‘Open’	Open
All parts ‘Closed’	Closed

Schedule Status derivation for parts in Exchange/PBH-Exchange purchase orders

Scenario	Line level/Part Schedule Status
Part has multiple schedules and Adjusted Receipt Qty > 0	Closed

CAPEX Proposal # budget reversal

If any adjusted receipt quantity for a Capital part exists against an Exchange/PBH-Exchange purchase order, the system on authorization will lessen the cost for pending receipt quantity from the CAPEX Proposal # amount.

Asset retirement

If the pending receipt of a serial-controlled part with an Asset ID/Tag has been adjusted against an Exchange /PBH-Exchange purchase order, the system on authorization retires the Asset ID/tag of the adjusted part.

To return purchase orders

Click the “Return Purchase Order” pushbutton, to return the purchase order(s) selected in the multiline.

If the purchase order has not been amended earlier, the system updates the status of the purchase order as ‘Fresh’. Otherwise, the system updates the status of the purchase order as ‘Amended’.

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

Select the "View Associated Doc. Attachments" link at the bottom of the page to view the associated document attachments.

Authorizing the purchase order – An overview

This page allows you to select the purchase order for authorization. You can also view the purchase order details before authorizing. You can directly enter the purchase order number or carry out a search using PO number, date on which the PO is raised, type of the part or user status. The system displays the purchase order details in the multiline as per the search criteria. You can select multiple purchase orders in the multiline and authorize them all at once.

Only purchase orders that are in the “Fresh” status can be authorized. Upon authorization, the system updates the status of the PO to “Open”, and stores the login user ID and the server date along with the modification details. The authorized PO cannot be modified; it can only be amended.