9.2.2 Order Approval

Original Blanket Orders submitted through a Purchase Order Approval Plan can be approved, returned or edited. They cannot be cancelled.

In your Order Requests To Do list click on the PO Number to open the ‘Order Request Approval Summary’ screen.

9.2.2.1 Approve without Changes

In your Order Requests To Do list click on the PO Number to open the ‘Order Request Approval Summary’ screen.

If you are happy that the blanket order is correct and do not wish to edit or return it to the originator, simply click the ‘Approve’ button.

The document will continue through the approval process and will move onto the next workflow step if there is one. If there are no more approval steps in the plan, approval will result in the blanket order being transmitted to the supplier.

9.2.2.2 Return without Changes

In your Order Requests To Do list click on the PO Number to open the ‘Order Request Approval Summary’ screen.

If, after review, you are not happy with the blanket order and wish to reject it back to the requisitioner, enter a reason for return in the ‘Comments/Feedback’ box (mandatory) and click the ‘Return To Requisitioner’ button. A notification email message will be sent to the requisitioner informing them of your action.

The document will not continue through the approval process until the requisitioner has made the appropriate changes and re-submitted it. If, after the requisitioner updates it, the document still falls within the criteria required for your approval, it will be sent to you a second time for approval. This process will continue until you finally approve the document or the requisitioner cancels the request.

9.2.2.3 Edit

In your Order Requests To Do list click on the PO Number to open the ‘Order Request Approval Summary’ screen.

Depending on the rights given by your system administrator you may be able to fully edit the details of the blanket order. Alternatively only some of these editing activities may be available. Click on the 'Edit' button to open the order in Approval Edit Mode.

Click on the ‘Edit’ button to enter blanket order ‘Approval Edit Mode’.

Whilst in edit mode a number of actions can be performed:

Change Supplier
To change the supplier for this blanket order click on the Supplier Name. A supplier lookup will become available for you to select an alternate supplier or, if your user permissions allow, create a user defined supplier.

Use the supplier list box or lookup button to search for an alternate supplier for this order. Once identified make one of the following selections:
- Click the ‘Apply’ button to save your selection.
- Click the ‘Cancel’ button to close the supplier selection.
Update Item Quantities
To update item quantities overtype the existing quantities in the ‘Qty’ column. Ensure you tab out of the box after typing to allow the document to update.
The following configuration must be taken into consideration when updating item quantities:
- Decimal Quantities. Check whether decimals are allowed for your organisation.
- Minimum Order Quantities. It will not be possible to reduce a quantity below the item’s minimum order quantity. If you do so, an error message will display.
- Maximum Order Quantity. It will not be possible to increase a quantity above the item’s maximum order quantity. If you do so, an error message will display.
- Not to Exceed Amount. If the blanket order is amount based with the ‘Item Amounts’ processing condition configured, it will not be possible to alter the item quantities and make the sum of the line item totals different to the Not to Exceed Amount.
Update Prices
Prices can be updated by overtyping the existing price in the ‘Unit Price’ column. Ensure you tab out of the box after typing to allow the document to update. (Note. The ability to edit item prices is specific to blanket orders.)
If the blanket order is amount based with the ‘Item Amounts’ processing condition configured, it will not be possible to alter the item unit prices and make the sum of the line item totals different to the Not to Exceed amount.
Update Delivery and Invoicing Information
Clicking on the ‘Order Delivery and Invoicing’ link at the top of the page will enable editing of delivery, payment and invoicing options.

From here the following information can be changed:
- Change the Delivery Address by clicking the ‘Address Lookup’ button.
- Add or update the Buy-for User's GSRN.
- Add an Internal Delivery Location by typing it in the edit box.
- Change the Delivery Date by clicking on the calendar icon.
- Change or add a Delivery Time by selecting from the radio buttons.
- Change Carrier and Delivery Method by selecting alternatives (if available) from the drop down list box.
- Enter Additional Order Information (if available)
- Change the Payment Method and optionally select procurement card details.
Add Additional Catalogue Items
To add items to the blanket order navigate to the Item Search page and add items in the normal way. Alternatively an item can be added directly to the requisition using ‘Direct Item Entry’ at the foot of the requisition. Note that the choice of supplier is fixed since a blanket order can be assigned to a single supplier only. You must have requisitioning rights and access to the appropriate blanket supplier’s catalogue to perform this action.
After adding a catalogue item, to return to the approval edit screen to resume editing, click on the ‘Basket’ tab.
Comments and Attachments
Add or update attachments and comments by clicking on the paperclip icon. Comments and attachments can be edited at one of two levels:
- Order Level. Click the paperclip icon in the order header to open and edit comments and attachments applied at the purchase order header level.
- Line Level. Click the paperclip icon at line level to open and edit comments and attachments applied to the line item only.
  Additional Item Information fields may also be available at line level. These extended fields provide for free text input or list box selection and can be optionally made mandatory. They capture item specific detail that can be used to add information to purchase orders, provide data for integration files or used for approval routing purposes.
Delete
Delete an order line by clicking on the red delete icon.
Financial Tracking
Change financial tracking and VAT treatment details by clicking on the financial tracking icon at one of the following levels:
- Order level - to change details for all lines on the blanket order.
- Line level - to change details and optionally split charges for a single line only.

2. Optionally add a Non-Catalogue Item to the Blanket Order by clicking on the ‘Add Non-Catalogue Item’ button (see Non-Catalogue Items).

3. When all changes have been made to your satisfaction, click on the ‘Submit Edits’ button. The Order Request Approval Summary screen will once again be displayed. Notice that the audit trail will have been updated for all of the changes that you have saved.
Clicking the 'Cancel Edits' button will return without committing and changes.

4. To complete editing there are two options:

Click ‘Approve’. The blanket order will move forwards in the workflow to its next step.
Click ‘Return To Requisitioner’. The blanket order will not move forwards in the workflow but return to the start, pending the action of the requisitioner. Mandatory Comments/Feedback is required if the blanket is returned.