This module looks at the use of Purchase Order Approval Authority within Workbench.

Workbench functionality provides control over who can enter a Purchase Order or Works Order and who can approve.
Who can approve is controlled by who is in the dropdown list or in the F3 list. It is the list that filters the possibilities.

In summary:

WHO CAN BE THE PURCHASER ON A PO / WO?

Admin Function - Edit Purchase Orders. Edit Works Orders

This allows the Logged in User to create or edit a Purchase /Works Order regardless of whose name is entered as Purchaser.

Admin Function - PO Purchaser Own Name Only. WO Purchaser Own Name Only

Purchaser's Name must be the Logged in User when creating a PO/ WO.

RESTRICTIONS ON PO / WO APPROVAL

Admin Function – Approve Purchase Orders. Approve Works Orders

This allows the Logged in User to enter the name of a person who has the authority to Approve that PO / WO.

Maintain People – PO Approver and $ limit.

This sets the parameters for a Persons name to be used as Approver on the Purchase /Works Order and the $ limit of the total PO / WO

Control Parameter – PO Purchaser/Approver different. WO Purchaser/Approver different

This forces the Purchasers Name and the Approvers Name to be different

Admin Function – PO Approver Own Name Only. WO Approver Own Name Only

Approver's Name can only be the Logged in User, provided the other authorities are complied with.

WHAT ABOUT THE PO / WO IN RELATION TO THE BUDGET?

Control Parameter – Control Over Budget PO. Control Over Budget WO

Do you want to check whether the Purchase /Works Order take Costs plus Commitments over the Budget for that Activity and Work Centre? Warns only but allows entry

Admin Function – Approve Over Budget PO. Approve Over Budget WO

Provides the ability for certain people to have the right to Approve such expenditure (In addition to the other restrictions)

WHAT ABOUT CHANGING AN APPROVED PO / WO?

Admin Function – Unapprove Purchase Orders. Unapprove Works Orders

This allows the Logged in User to change the approved PO / WO. (Note that it does not unapproved for you to go through another approval process. It allows the Order to edited)

Note that Workbench saves to the POHeader Table the logged in User when a PO / WO is Entered and when it is Approved.

All these controls need to be looked at together, and an approach designed which delivers the level of control appropriate to the organisation.

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