Approving PR

To approve PRs:

1. Select Procurement > User > Approval List. The APPROVAL LIST page is displayed.
2. On the ACTIONS panel, click Filters. The FILTERS pop-up page is displayed.
3. On the FILTERS pop-up page, fill in the details. Select Purchase Request from the Approval For drop-down list and Pending For Approval from the Request Type drop-down list. For more information, see ACTIONS.
4. Click SUBMIT. The LIST section displays the list of PRs that are pending for approval.
   
   
   Figure: APPROVAL LIST page
   
   

5. Click on the PR Code that you want to approve. The selected PR details are displayed.
   
   
   Figure: PURCHASE REQUEST page
   
   

6. Click APPROVE PURCHASE REQUEST. The APPROVE PURCHASE REQUEST  pop-up page is displayed.
7. On the APPROVE PURCHASE REQUEST pop-up page, select Approved to approve and Rejected to reject the PR. For more information, see ACTIONS.
8. Provide your remarks.
9. Click SUBMIT.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the APPROVAL LIST page for PR.

Filters

Click Filters to specify the filter criteria and click SUBMIT to view the list of PRs.

• S-Instance
  Select the S-Instance from the drop-down list.

• Approval For
  Select the request that you want to approve or reject from the drop-down list.

• Request For
  Select the Status of the request from the drop-down list.

• Date
  Select the From Date and To Date from the calender.

Figure: FILTERS pop-up page

APPROVE PURCHASE REQUEST

Click APPROVE PURCHASE REQUEST to approve/reject any PR.

• Approval Status - Select Approved to approve, Rejected to reject, or Redraft to send the PR to any previous level for a revisit. The Redraft option is available in the drop-down list only when Allow Refer Back is set while configuring the Approval Matrix. For more information, see Configuring Approval Matrix 1.
  • Redraft with Approval - It is available in the drop-down list only when Allow Refer Back is set as With Approval on the APPROVAL MATRIX page. If selected, the PR follows the same approval cycle.
  • Redraft without Approval - It is available in the drop-down list only when Allow Refer Back is set as Without Approval on the APPROVAL MATRIX page. If selected, the PR comes back to the same level directly from where it is referred back.
  • Level - Select the previous level to whom you want to send the PR for a revisit
• Send to Next Level Approver: <Approver's Name> (<Approver's Role>)
  Select the check box to send the PR to the next level approver. This check box is displayed only when Next Approver Level is set as Optional on the APPROVAL MATRIX page.
• Remarks
  Provide your remarks on the Approval Status selected.

Figure: APPROVE PURCHASE REQUEST pop-up page

VIEW APPROVERS

Click VIEW APPROVERS to view the list of approvers with the status of the approval.


Figure: VIEW APPROVERS pop-up page

CHANGE HISTORY

Click CHANGE HISTORY to view the changes that occurred on the APPROVAL LIST page for PR. It details the name of the user (who made the changes), the date and time when the change was made, and also the previous and new values.


Figure: CHANGE HISTORY pop-up page

PR QUOTATION

Click PR QUOTATION to view the attached quotation or to add a new quotation details.

• Vendor
  Select the vendor from the drop-down list.

• Quotation Ref. No.
  Specify the reference number of the quotation.

• Quotation Cost
  Specify the cost and the currency as mentioned in the quotation.

• Quotation Date
  Select the date of the quotation from the calender.

• Remark
  Provide your remarks.

• Attachment
  Attach the scanned copy of the quotation.

Figure: PR QUOTATION pop-up page

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the records displayed on this page to a Microsoft Excel sheet.

EXPORT ALL

Click EXPORT ALL to export all the records to a Microsoft Excel sheet.

PRINT

Click PRINT to print the page.

SHOW LIST

Click SHOW LIST to view the list of PRs.

EXPORT TO WORD

Click EXPORT TO WORD to export all the records to a Microsoft Word sheet.