Ordering Approver

Ordering Approver

Procurement & Ordering – Order approval list

With the assigned role of ordering approver, you have access to the module Procurement and Ordering. To access this module, click on the appropriate icon in the menu bar.

The Procurement & Ordering menu will open in a new window:

1. You are now on the main page of the module.
2. The main options are shown above the arrow.
3. On the left menu you can get to any sub-menus. Use the buttons << and >> to hide or show the menu.
4. Click on Master data or Approval.

Use the Search field to look for a particular purchase request.

For each purchase request the following information are displayed: username (buyer), name, document number, total value, position number/s, comment, approval user and business unit shown.

Approving or rejecting orders

You can approve or reject a purchase request or by clicking Validate or Reject symbols . The approval or rejection will always apply on all the items of an order.

Changes on line items (positions)

If an order requires changes at the item (position) level before they can be approved, it can be opened by clicking the corresponding symbol. An overview of the ordered positions is shown. You can delete, review, or add a new free-form position.

If you delete a line item, it means that you are not accepting that specific position. If the action is confirmed, there are no more possibilities to undo the deletion. Opening / reviewing positions gives you a variety of actions like changing the ordering quantity, cost center, delivery address and billing address. For a new free-form article, you must enter all the required information manually. Scroll up & down to see all the available information.

Please note that when changing the individual fields on item level, the approver is not displayed separately. For this reason, it is recommended to use the Comment field in order to explain the changes that have been made.

Viewing the Approval history list

On the Approval history page, all approved and rejected orders are listed.You can see when the dates of approval or rejection on the Last change field. You can also use Search to find specific orders in the list. Every time an order is approved, the system sends automatically an e-mail to the supplier.