Purchase Order Approval Report

Reports Menu -> Automatic Reporting -> Function RSPO09 -> runs Purchase Order Approval Report

This menu option is only available when the 'Enable P.O. Approval' feature is activated in the Company Inventory Parameters.

This report lists PO Approval requests including pending to approved, in PO number order or by Vendor number order, filtered by date, Vendor, P.O.#, Purchasing Agent, Division, Approval Status, Requesting Purchaser and Approver.
The output to PDF or spreadsheet includes the Vendor# and Name, P.O.#, Purchasing Agent Code and Name, Date, Division, Clerk, P.O. Total, Requesteing Purchaser, Approver and current Approval Status.

This report can also be run automatically with the output emailed to staff by setting up RSPO09 with the relevant filters and email addresses in the Automatic Reporting.

The prompts are:

OPEN ONLY

Check this box to include only Purchase Orders that have not been filled and closed.
Uncheck this box to include all Purchase Orders in the selection range.

Note: Any Purchase Orders that have been cancelled are not reflected in this report as opened or as closed.
A cancelled P.O. is not included in the Rebuild Quantity on Purchase Order calculation either.

FROM DATE

Accept the default starting date or enter a preferred starting date for the report.

TO DATE

Accept today's date or enter an ending date for the report.

FROM VENDOR#

Leave this field blank for all vendors or enter a starting vendor number or select one from the Vendor Search window.

TO VENDOR#

Leave this field blank for all vendors or enter an ending vendor number or select one from the window.

FROM P.O.#

Leave this field blank for all P.O.'s or enter a starting P.O. number for the list.

TO P.O.#

Leave this field blank for all P.O.'s or enter an ending P.O. number for the list.

ALL AGENTS

Check this box for all Purchasing Agent Codes.

Uncheck this box to select a specific Agent Code.

AGENT

Enter a Purchasing Agent Code or select one from the drop-down list as setup in Purchasing Agents.

DIVISION, "ALL" OR "SEL"

• Type ALL to include all divisions in the report.
• To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select several specific divisions or divisions by accounting region to include in the report, as outlined in Division Select By Region.

SORT ORDER

Select one of the following sorting options:

• Select Vendor# to print the Purchase Orders by supplier.
• Select P.O.# to print the Purchase Order list sequentially by P.O. document number.

APPROVAL STATUS

Select one of the following P.O. Status options for the report output:

• Select 'Draft' to only print Purchase Orders in the range that are currently being created, or have been saved but have a zero dollar total, or the user Cancelled out of the details screen regardless of the amount.
• Select Pending' to only print Purchase Orders in the range requiring Approval that have not yet been approved in the Purchase Order Approvals utility.
• Select 'Approved' to only print Purchase Orders in the range that are under the Purchase Agent's limit or have already been approved in the Purchase Order Approvals utility.
• Select 'Rejected' to only print Purchase Orders in the range requiring Approval that have been rejected in the Purchase Order Approvals utility.
• Select 'All' to print Purchase Orders in the range for all Statuses.

REQUESTER

Leave this field blank to include P.O.'s from all Requesterin Purchasers, or to narrow the output select a single Requester from the Operator Name Search window.

APPROVER

Leave this field blank to include P.O.'s from all Approvers, or to narrow the output select a single Approver from the Operator Name Search window.

PRINT APPROVAL NOTES

Check this box to print the P.O. Approval Notes logged by the Requester in the Purchase Order and by the in the Approver in the Purchase Order Approvals. utility.
Note: Approval Notes are not printed on the spreadsheet output.

Uncheck this box to suppress the P.O. Approval Notes on the output.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

Finished?

Click the ACCEPT button to generate the report, or CANCEL to abort.