PO APPROVAL - I

The PO Approval - I screen allows approvers to review and approve Purchase Orders (POs). This interface provides detailed information about the PO, including vendor details, procurement data, items, billing and shipping information, and contractual terms.

  1. Navigate to the "Procurement" module.
  2. Click on "PO Approval 1" under "Purchase Order". STEPS TO CREATE

Overview

Upon accessing the page, a tab will open displaying the list of Purchase Orders pending approval.

VIEW BUTTON

Actions

View

Click the View icon (eye symbol) in the "Actions" column to examine the specific details of a Purchase Order.

VIEW

Basic PO Information

This section provides high-level identification data for the Purchase Order.

  • PO Number : Unique identifier for the purchase order (e.g., 080525PO-01614).
  • PO Date : The date the purchase order was created.
  • Rev Number : Revision number indicating the version of the PO.
  • Procurement Type : The category implementation of procurement (e.g., Direct, Indirect).
  • Currency : Transaction currency (e.g., USD, INR).
  • PO Files : Access to view or download related documents.

Vendor Details

Displays supplier-specific information.

  • Vendor Name : Legal name of the supplier.
  • Quotation Dated: The date of the vendor's quotation.
  • Vendor ID: Unique system identifier for the vendor.
  • Vendor Address: Registered address of the vendor.
  • Quotation Reference No.: Vendor's reference number for the quote.
  • View Vendor Details: Click this button to open a detailed view of the vendor profile.

Items

The Item Summary Table lists all line items linked to the PO, including technical specifications, pricing, and scheduling.

ITEMS VIEW

Key columns with interactive or specific functions:

  • Delivery Schedule: Click the calendar icon to view specific delivery dates or milestones.
  • Technical Doc: Indicates whether a technical specification document is attached (Yes/No).
  • Short Close: A button to manually close the remaining balance of an item if no further delivery is expected.

Note

The Short Close functionality is strictly for closing open quantities that are no longer required to prevent further receipts against them.

Billing & Shipping Details

Defines the logistics and financial terms for the transaction.

BILLING VIEW

  • Delivery Terms: Conditions of delivery (Incoterms, risk transfer, etc.).
  • Payment Terms: Agreed timeframe and method for payment.
  • Shipping Mode: Mode of transport (e.g., Air, Sea, Road).
  • Ship To: Destination for the goods. Select a predefined address from the dropdown.
  • Bill To: Address for the invoice. Select a predefined address from the dropdown.
  • Address Preview: Read-only display of the full address based on the "Ship To" and "Bill To" selections.

Terms

Outlines compliance and contractual obligations.

TERMS VIEW

  • Retention Period: Mandated duration for document retention (e.g., for audit purposes).
  • Special Terms & Conditions: Custom clauses, warranties, or specific agreements not covered by standard terms.

Approval Action

Once all details are verified, click the Approve button to sanction the Purchase Order. This action changes the PO status and may trigger downstream workflows.

Icons

ICONS

  • Reload : Refreshes the current screen to show the latest data.
  • Home : Navigates to the main dashboard.
  • Back Arrow : Returns to the previous page.