Purchase Order Security

Use this option to establish the tasks each user is allowed to perform when entering a purchase order.

Select Purchasing|Maintenance|Purchase Order Security.
Key the User ID of the employee for whom you are setting up security.
Click the Next icon .

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

Close Open PO. An open PO may be closed.
Change a PO. Already Printed. A printed PO may be changed.
Enter a Work Code Over Estimate (not job). A Work Code may go over estimate but the job cannot go over estimate.
Enter Causing a Job To Go Over Estimate. PO can go over the estimate for the job.
Over Estimate Includes Outside Charges Only. Only outside charges (outside vendor charges and freelance charges) are included in purchase order entry calculations and show in the Accrued Actual field on the PO Header Window.
Create New POs on a Completed Job. A PO can be created for a job that has been completed.
Enter a PO Over Limit in the Agency Profile. PO can go over the limit set up in the Agency Profile. To set limits outside of the Agency Profile, key the limiting amount in the P.O. Limit Amount field as described below.
Access a PO Belonging to Another Buyer. The specified buyer can access a PO belonging to another buyer. If this item is checked, an <Access Buyer> button appears on the Prompt Window in Purchase Order Entry. Click <Access Buyer> to allow entry of a buyer in the Buyer field. If this item is not checked, the Buyer field on the Prompt Window in Purchase Order Entry is input prohibited and the code of the user setting up the purchase order is used as the default.
Allowed to Enter a PO as Management Override of Estimate Controls Profile. A PO can be entered regardless of Estimate Controls rules.
Enter a PO Using Another Buyer's Number. A buyer can enter a PO using another buyers name. If this item is checked, an <Access Buyer> button appears on the Prompt Window in Purchase Order Entry. Click <Access Buyer> to allow entry of a buyer in the Buyer field. If this item is not checked, the Buyer field on the Prompt Window in Purchase Order Entry is input prohibited and the code of the user setting up the purchase order is used as the default.
Require Entry of Client Code. A Client Code is required when entering a PO.
Override Commission. User can override commission on PO.
Change Approved PO. User can access and change detail information on an approved purchase order; otherwise, the approved purchase order may only be viewed or printed.
Allowed to Approve Purchase Order. User can approve purchase orders.
Auto-Approve if Under P.O. Limit. Allows purchase orders to be automatically approved if the amount is under the specified P.O. limit. Note: If you allow purchase orders to be automatically approved, then you must make sure you allow the user to approve purchase orders.

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.
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.

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.

Click the Save icon .