Purchase Order Setup: Business Administrator Approval of All Purchase Orders

When this option is enabled, a “Need BA Approval” checkbox will appear on the PO Search screen. A PO will not be allowed to transition from encumbered to printed (the PO cannot be printed) until the Business Administrator, or his/her designee, has clicked the “Approve PO” button on the Edit/view PO Screen. The “Approve PO” button will only appear on that screen for the Business Administrator user.

1.  On the Budget > Setup screen, check the box for the option “The B.A. must approve of direct enter POs”.   

If you want to have a second individual to have the ability to approve direct enter Purchase orders in addition to the Business Administrator, select the position from the dropdown.  After you hit the save button, the individuals name will appear.  If you only want the Business Administrator to have thie permission, you can leave the dropdown blank.  

2.  After the box in #1 is checked off, the PO search screen will show the search option “Need B.A. Approval.” 

3.  After the Business Administrator searches for all POs needing BA Approval in step #2, they will see the POs listed with a yellow warning symbol indicating it needs BA approval. 

4.  To start approving the POs:

Option 1 - click on the PO number for the first PO listed. In the PO there is a button “BA Approve.” Click this button to approve the PO. When this is clicked the yellow warning disappears. 

Option 2 – from the PO search results screen you can click on the check box in the first column and then click the BA Approve button to approve the POs. 

5.  To scroll through and approve each PO, you can click through easily from the Purchase Orders bar. 

6.  After a PO is approved by the B.A. it can be printed.