Deltek Vantagepoint Help

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Approval Process for Purchasing Applications

You can choose whether or not purchase requisitions, requests for price quotes, and purchase orders (including change orders and release orders) must go through an approval process.

Workflow Settings

The approval process is based on an approval workflow that you set up and configure specifically for each of the following: Purchase Requisitions, Request for Price Quote, and Purchase Orders.

An approval workflow identifies the:
  • Steps in the approval process.
  • Approvers assigned to each step.
  • Notification alerts to send and actions to process for each step to keep the approval process on schedule.

You set up approval workflows in Settings > Workflow > Approval Workflows. You can create simple or complex, multi-tiered, conditional steps for approval workflows.

If you have organizations, you can specify approver roles at the organization level in Settings > Organization > General.

Turn on approvals, and specify the approval workflow that it will use, in Settings > Purchasing & Inventory > Company.

Approval Process

In the Purchase Requisitions, Request for Price Quote, and Purchase Orders process, the approval process starts when you click the Submit option on the toolbar of a Purchasing form. If you are a designated approver for the current approval step, the toolbar on the Purchasing entry form displays an Approvals option. Use the options in the Approvers drop-down menu to take action for an approval step, such as approving, rejecting, reassigning, and so on.

Alerts

If you set up alerts for an approval workflow (in Settings > Workflow > Approval Workflows) Vantagepoint sends alerts to notify approvers and others that Purchasing records are ready for their review, the due date for an approval step is near, a record has been rejected or approved, and so on.

Viewing the Progress of Purchasing Records Being Approved

To see the progress of a purchasing record in the approval process, you can look in several places on the Purchasing entry form: in the Purchasing record lookup (in the Search field), in the State and Step fields on the General tab, and on the Progress tab.

You can see whether or not the approval process has started and if the record is in approval, in review, or completed. You can see the most detail on the Progress tab.

Assigning a Delegate to Perform Approvals in Your Absence

If you normally approve purchase requisitions, requests for price quotes, purchase orders, change orders, or request orders, you can temporarily assign another person to perform these duties in your absence. Assign delegates on the General tab of My Preferences, which you access from the main toolbar.

If You Do Not Use an Approval Workflow for a Purchasing Process

If you do not use an approval workflow for Purchase Requisitions, Request for Price Quote, or Purchase Orders, after you create and save a record, you must click the Submit button on the toolbar of a Purchasing form to change the status of the Purchasing record from In Progress to Approved. The record does not go through an actual approval process as it would with an approval workflow, but it must have an Approved status before you can final print it.