PO APPROVAL - IV

The PO Approval - IV 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.

Navigation Steps

1. Navigate to the "Procurement" module.
2. Click on "PO Approval 4" under "Purchase Order".

Overview

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

Actions

View

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

Basic PO Information

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

• PO Number: Unique identifier for the purchase order.
• PO Date: The creation date of the purchase order.
• Rev Number: Revision number indicating how many times the PO has been modified.
• Procurement Type: Type/category of procurement.
• Currency: Currency used for the transaction.
• Approval-I By: The Person who has approved.
• Approval-I On: The date when was the Approval I was done.
• PO Files: Click on the Uploaded Files button to view or download uploaded Files.

Vendor Details

Displays the supplier information relevant to the PO.

• Vendor Name: Name of the selected vendor.
• Quotation Dated: Date the vendor’s quotation was issued.
• Vendor ID: Unique identifier for the vendor.
• Vendor Address: Full address of the vendor.
• Quotation Reference No.: Reference number mentioned in the vendor's quote document.
• View Vendor Details buttons: Opens a dialog or section with extended vendor information.

Items

The Item Summary Table displays the details of individual line items associated with the Purchase Order (PO). This table includes technical, pricing, scheduling, tax, and short-close information for each item.

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.

Billing & Shipping Details

The Billing and Shipping Details section captures all logistical and financial information associated with a Purchase Order. It ensures that the delivery and billing processes are clearly defined between the vendor and the purchasing entity.

• Delivery Terms: Specifies the conditions under which goods are delivered. This may include responsibilities for transportation, risk, and cost.
• Payment Terms: Defines the timeline and conditions under which payment is to be made to the vendor. Helps both parties manage expectations and cash flow.
• Shipping Mode: Indicates the method of shipment used for delivering goods.
• Ship To: Identifies the delivery location for the goods. Typically includes a dropdown labeled Select Ship To to choose from predefined delivery addresses.
• Bill To: Specifies the invoicing address. Usually directed to the finance or accounts team. Also includes a Select Bill To dropdown for choosing predefined billing locations.
• Ship To Address: Displays the complete physical address selected in the Ship To field.
• Bill To Address: Displays the full billing address selected in the Bill To field.

Terms

The Terms section outlines additional contractual and compliance-related requirements for the Purchase Order. This ensures clarity on document storage policies and any non-standard agreements between the buyer and vendor.

• Retention Period: specifies the duration (in months or years) for which the purchase order and related documents must be retained by the organization. This field helps ensure compliance with internal audit policies, financial regulations, or legal obligations.
• Special Terms & Conditions: allows users to enter any additional agreements, clauses, or exceptions that are not already covered in standard PO terms. This may include custom warranties, installation clauses, service level agreements (SLAs), or penalties.

Approval Action

Finalizes the PO and marks it as approved. Once approved, further changes may be restricted.

Icons

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