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Purchase Order Authorisation

How to setup up Purchase Order Authorisation Cannot authorise purchase orders after enabling control flag PO_AUTHORISATION

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Written by Tania Grigore
Updated over 2 weeks ago

Initial Set Up
To use PO Authorisation it is first necessary to set the PO_AUTHORISATION flag to ‘Yes’. Follow these steps to do this:

  1. Click on System Maintenance

  2. Go to System Settings

  3. Click on GENERAL System Settings

  4. Click on Control File

  5. In the 'Control Item' field, type in PO_AUTHORISATION and press enter

  6. Press Ctrl+M and change the 'Value' field to Yes.

  7. To reset the menus to include the extra options, go to File, then click Refresh Menus


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​Setting Authorisation Levels
To set up PO Authorisation levels:

  1. Go to Options

  2. Click on the System maintenance Option

  3. Select System Settings from the list

  4. Next, Choose PURCHASE System Settings

  5. Click on Authorisation Levels

  6. Now the authorisation levels can be set

By clicking on ‘supplier authorisation’ the user can make it so that a user can only authorise certain suppliers up to the limit that they have.
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​Using PO Authorisation
With authorisation enabled, any new PO goes into "Planning":

  1. Clicking on "Request" and Yes on the following screen to put the PO into the "To Be Authorised" queue

  2. Then the "Authorise" link can be clicked to authorise the PO (if the user has the correct authorisation levels)

  3. The option to authorise or reject is then available

  4. The PO now has the user that authorised it, but the authorisation can be removed with the "Remove" link

  5. The soon it has been, when you come out it asks if you would like to request authorisation because it is back in "Planning"

  6. It will also ask if you want to change the PO to Planning or Historic

  7. While the PO is authorised, the prices cannot be changed

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