Purchase ➔ Entries ➔ Authorize
Authorizing purchase or RTV orders is performed to check the created purchase or RTV orders before they are processed. However, authorization is an optional process as it depends on the settings at System ➔ General ➔ Settings, under Purchase Settings. If the Purchase orders or the RTV orders check box (under Authorize) is selected, then authorization becomes mandatory. Otherwise, the purchase or RTV orders created will be authorized automatically.
Only employees with the proper rights are allowed to authorize purchase or RTV orders.
The information in this document is based on product update 399. If you have versions lower than this, certain features explained here will not be applicable.
Click this to search for entries based on the defined criteria.
Click this to clear the defined criteria.
Type the number of rows to be displayed for each page. If you have set the default number of rows to 50, then 50 rows will be displayed. Therefore, if you have more than 50 rows listed, you will see the Previous and Next buttons.
Click this to return to the previous page.
Click this to go to the next page.
Select the warehouse to display purchase or RTV orders with the selected warehouse. Alternatively, select All to display orders in any warehouse.
Select the following to display the respective purchase orders or RTV orders in the search results:
Type or select the purchase order to be displayed in the search results.
Type or select the date or date range the purchase orders are created. Alternatively, select the All check box to display all orders.
Type or select the creditor number to display purchase orders from the selected creditor.
Three options are available. Select All to view all authorized and unauthorized purchase orders, select Authorized to view only purchase orders that are authorized, or select Not authorized to view purchase orders that are not authorized yet.
Select this check box to display rejected purchase orders. By default, this check box is selected. Clear this check box if you do not want to display rejected purchase orders.
Under the Check section, you can choose to have extra columns displaying information in the search results such as addresses, outstanding items, prices, warehouse, and other information by selecting the corresponding check boxes, and then click Search. A green check mark will be displayed in the selected columns if the purchase orders contain the information. For example, if you have selected the Addresses check box, a green check mark will be displayed on the Addresses column for purchase orders with the addresses of the supplier and/or warehouse. To remove the extra column, clear the corresponding check box, and then click Search.
Select this if you want to know whether both the supplier and warehouse addresses have been filled out in the orders. A green check mark will be displayed only if the order contains the addresses of both the supplier and warehouse.
Select this if you want to know whether there are outstanding items from a specific supplier. A green check mark denotes that the order has outstanding items
Select this if you want to know whether the discount given matches the discount in the standard price list.
Select this to check the status of the supplier. A green check mark denotes that the supplier is Active.
Select this if you want to know there are no items in the orders with the Blocked status. A green check mark denotes that the order does not have blocked items.
Select this if you want to know whether the maximum stock level in warehouse has been exceeded. A green check mark denotes that the warehouse has not exceeded maximum stock level.
Select this if you want to know there is no blocked warehouse for the orders. A green check mark denotes that the order does not have a blocked warehouse.
Select this if you want to know whether a purchase orders is linked to a sales order. A green check mark indicates that the purchase order is linked with the sales order
Select this if you want to know whether a project is linked to the purchase order. A green check mark in this column denotes that the order is linked to a project.
After defining the search criteria, click Search to display the search results.
Note: It is possible to display more columns than those stated in the Check section. You can add or delete columns as required. For more information, see Inserting and Deleting Columns.
Click this to add a new note or to view existing notes for the selected order. For more information, see Creating and Maintaining Notes.
Note: If a purchase order is already attached with a note, a green check mark appears in the Notes column.
Click this to attach a new document or to view the documents that are attached to the order.
Note: If a purchase order is already attached with a document, a green mark appears in the Attachment column.
Click this to change the fulfillment date of the purchase order. Select an item and then type or select a new date in the Fulfillment date box. Click Save to save the new date. The changed fulfillment date is automatically reflected in the purchase order entry. For more information, see Changing Fulfillment and Receiving Date for Orders.
Click this to view the creditor’s financial card in the selected order. The creditor’s financial card displays information such as the creditor’s invoices, payment and credit notes, and all other related financial transactions. For more details, see Viewing Creditor Card.
Click this to view the accounting entries of the selected purchase order. These accounting entries are double entries which occur when the purchase order has received the ordered items. If the purchase order has not yet receive the items, a message will appear stating “No data found”. For more information, see Viewing Transactions.
Click this to view or edit the project information, if there is a project linked to the purchase order. For more details, see Creating and Maintaining Projects.
If the purchase order has been generated from an internal order, click Request to retrieve the internal order of the selected purchase order. For more details, see Creating and Maintaining Internal Use Requests.
Click this to change the authorization status of the selected order. A message appears to confirm whether you want to change the authorization status for the selected order. Click Yes to change the authorization status.
Click this to reject the selected purchase order. Depending on the user settings, an e-mail can be sent to the user who has entered the purchase order, stating the reason(s) for the rejection of the order.
Click this to delete the selected order. A message appears asking for confirmation to delete the order. Click Yes to delete the order.
Click this to view and edit the selected purchase order. For more details, see Creating and Maintaining Purchase Orders.
Click this to exit.
Type or select the RTV order to be displayed in the search results.
Type or select the date or date range the RTV orders are created. Alternatively, select the All check box to display all orders.
Type or select the creditor number to display RTV orders from the selected creditor.
Three options are available. Select All to view all authorized and unauthorized RTV orders, select Authorized to view only RTV orders that are authorized, or select Not authorized to view RTV orders that are not authorized yet.
Select this check box to display rejected RTV orders. By default, this check box is selected. Clear this check box if you do not want to display rejected RTV orders.
Under the Check section, you can choose to have extra columns displaying information in the search results such as addresses, outstanding items, prices, warehouse, and other information by selecting the corresponding check boxes, and then click Search. A green check mark will be displayed in the selected columns if the RTV orders contain the information. For example, if you have selected the Addresses check box, a green check mark will be displayed on the Addresses column for RTV orders with the addresses of the supplier and/or warehouse. To remove the extra column, clear the corresponding check box, and then click Search.
Select this if you want to know whether a RTV orders is linked to a sales order. A green check mark indicates that the RTV order is linked with the sales order.
Select this if you want to know whether a project is linked to the RTV order. A green check mark in this column denotes that the order is linked to a project.
Note: If a RTV order is already attached with a note, a green check mark appears in the Notes column.
Note: If a RTV order is already attached with a document, a green mark appears in the Attachment column.
Click this to view the accounting entries of the selected RTV order. These accounting entries are double entries which occur when the RTV order has received the ordered items. If the RTV order has not yet receive the items, a message will appear stating “No data found”. For more information, see Viewing Transactions.
Click this to reject the selected RTV order. Depending on the user settings, an e-mail can be sent to the user who has entered the RTV order, stating the reason(s) for the rejection of the order.
Click this to view and edit the selected RTV order. For more details, see Creating and Maintaining RTV Orders.