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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / PO Approval Problem
Microsoft Dynamics GP (Archived)

PO Approval Problem

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Posted on by Pei Liu 170

This problem happens in some POs, which is after we approve a purchase order, when posting a receipt of the purchase order, there is a message that says something like this "amount is greater than the approval amount of this user the purchase order will be saved as not approved". So after posting the receipt of the purchase order,  the purchase order is saved as not approved, it doesn't allow to do the purchase invoice, we have to approve the purchase order again, and after posting the purchase invoice,  the purchase order is saved as not approved again.

What reason could cause the approved purchase order became to unapproved purchase order?

Thanks in advance.

P

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I have the same question (0)
  • Community Member Profile Picture
    Community Member on at

    The person completing the PO does not have the required approval authourity. Go into Purchasing > PO enhahancements > Activate approvals. Increase the approval limit for the PO creator OR have the person with the required authourity to approve it.  It's only then, will you be able to post any receipts against it.

    Regards,

    deesom.

  • Pei Liu Profile Picture
    Pei Liu 170 on at

    Thanks for the reply. The person who posts receipts or posts invoices doesn't have the required approval authourity, it doesn't affect the receipts or invoices are posted and they match the purchase order. Will the required approval authourity be checked again during the posting?

    Thanks for your help.

    P

  • Community Member Profile Picture
    Community Member on at

    Hi Pei: The approval is checked first during the entry of the PO. If it not approved by a person of sufficient authority, it will be saved as an 'Unapproved PO'. Then, when you attempt to enter a receipt is entered against that PO, the system will once again tell you that you cannot enter an invoice against an un-approved PO; And to enter and receive against that PO, you will have to get someone with sufficient authourity to approve it. Even when a PO has been approved, if the Receipt amount exceeds the approved PO amount, you'll need to have the authourity to override the warning to be able to post the greater dollar amount. Hence, the number of times you are reminded or prompted to approve and / or override the excess, if any.

    The simple rule is this:  You will not be able to recieve against un-approved PO; The PO must be approved, prior to receiving against it. I hope this helps. Good Luck!

    Regards,

    David Somas.

     

  • Pei Liu Profile Picture
    Pei Liu 170 on at

    Thanks David,

    I have a PO that has been approved and has been received as well, but after I made an invoice and posted it against the PO, not only this PO's status became to Closed, but also the approved PO became to unapproved PO. I cannot see any change on this PO, do you know why the approval status was changed?

    Any help would be greatly appreciated.

     - Pei

     

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