When You Do Not Use an Approval Workflow for a Purchasing Application

When you do not use an approval workflow for a Purchasing application, the Purchasing records (purchase requisitions, request for price quotes, and purchase orders) do not go through an approval process.

However, after you save a Purchasing record, you must click the Submit button on the toolbar of the Purchasing data entry form. This changes 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.

Viewing Purchasing Records

If you are designated as a buyer with view rights on the Buyer tab in Configuration > Purchasing & Inventory > Company Settings, you can open and view (but not change) all purchase requisitions, request for price quotes, and/or purchase orders that you did not create. The View All PR, View All RFQ, and View All PO check boxes in the grid on the Buyer tab control the view rights for each application.

Editing Purchasing Records Before Submitting

If you are designated as a buyer with edit rights on the Buyer tab in Configuration > Purchasing & Inventory > Company Settings, you can edit purchase requisitions, request for price quotes, and/or purchase orders before they are submitted. The Edit All PR, Edit All RFQ, and Edit PO check boxes in the grid on the Buyer tab control the edit rights for each application.

Rejecting Purchasing Records

If you are designated as a buyer with edit rights on the Buyer tab in Configuration > Purchasing & Inventory > Company Settings, you can reject purchase requisitions, request for price quotes, and/or purchase orders after they are submitted (and now their status is Approved). The Edit All PR, Edit All RFQ, and Edit PO check boxes in the grid on the Buyer tab control the edit rights for each application.

Alerts for Purchasing Records

When you do not use an approval workflow for a Purchasing application, the following company alerts in Configuration > General > Company Alerts apply:

• Final PO
• Orders Buyer
• Orders Rejected
• Price Quote Buyer
• Price Quote Rejected
• Receiving
• Requisitions Buyer
• Requisitions Rejected

You configure these alerts on the Company Alerts Configuration form when you select Purchasing in the Folders field on the form.

Closing Purchasing Records

After a Purchasing record is approved or rejected, you can close it by clicking Close on the Purchasing entry form toolbar. After you close a Purchasing record, you cannot modify or delete it.