PO Approval Group Maintenance

This option allows you to define groups in which you want purchase order approvers to belong as well as set up purchase order amount limits for each defined group. Information for this option must be set up first before you can assign levels of approval to a group using the PO Approval Grid Maintenance option and set up security which associates a specified user to a group using the Purchase Order Security option.

The system lets you create any number of groups of people with different levels of purchasing authority, regardless of their role in the company.  As people’s responsibilities change, you only need to remove them from a group and put them into a new group if their purchasing approval has been affected.

Note: The approval process is optional, but once you activate it, all purchase orders require approval.

1. Select Purchasing|Maintenance|PO Approval Group Maintenance.

PO Approval Group Maintenance Prompt

2. Key the Company/Office for which you are setting up purchase order groups then click the Next icon.

PO Approval Group Maintenance Window

3. Using the Add icon to add rows for data entry, key as many Group Names as required in the applicable Group Name field.

4. Key the Maximum Approval Amount as required for each Group.

5. Click the Save icon. This function looks at every open purchase order in the system then updates the applicable approval files with the amounts and approvers associated with the Group Name. Approvers are associated with a group using the Purchase Order Security option.