Purchase Order Security

Use this option to establish the tasks each user is allowed to perform when entering a purchase order.
  1. Select Purchasing|Maintenance|Purchase Order Security.

  2. Key the User ID of the employee for whom you are setting up security.

  3. Click the Next icon next.gif.

Purchase Order Security Window

  1. Click the box located beside each security item to give authority to the specified user.

  1. To limit the amount of purchasing authority for a specified user, key the limiting amount in the P.O. Limit Amount field. The amount keyed in this field automatically overrides the setting that allows the user to enter a purchase order over limit in the Agency Profile.

  2. To only give the user access to Job purchase orders, click the Job Related Orders Only radio button. To only give the user access to House purchase orders, click the House Orders Only radio button. To give the user access to both Job and House purchase orders, click the All Orders radio button.

Note: The Purchase Order Type drop-down list in the PO Entry Update option only shows the type of purchase orders to which the user has been given access in this option. If a user has only been given access to Job Purchase Orders, House Purchase Orders will not display as a selection on the P.O. Type drop-down list. Conversely, if a user has only been given access to House Purchase Orders, Job Purchase Orders will not display as a selection.

  1. Approval group fields allow you to assign the specified user to a group based on the type of purchase order you want the user to approve. This feature is used in conjunction with the PO Approval Group Maintenance option which must be set up first before assigning security and the PO Approval Grid Maintenance option which must be set up after security has been given to groups. Approval group fields include Approval Group for Job Orders, Approval Group for House Orders, and/or Approval Group for Intercompany/Interoffice Orders. Click the Group Name Search Icon beside the applicable purchase order approval type to show the Company/Office, Group Name and the Maximum Amount set up in the P.O. Approval Group Maintenance option. If you make a selection from the search window, the company/office and group name fields will automatically be filled with the selected data. Afterwards, the user will only be able to approve the types of purchase orders that are associated with the specified company/office and group code. Note: If the company/office fields in the Employee’s Profile have been filled in, then only the groups associated with that company/office will display in the lookup. In this case, the company/office fields will be automatically filled and will be input prohibited. If the company/office fields in the Employee’s Profile are not filled in, only the groups for companies/offices to which the user has authority display in the lookup. If office authority is not turned on, then all groups for all companies/offices display.

Note: There must always be at least one approver associated with the highest approving group level. To replace the only approver, another approver must be added first before the last approver can be deleted.

  1. Click the Save icon save.gif.