PO UnAuthorization

A Purchase Order can NOT be edited once it has been Authorized. In order to edit it, you need to Un-Authorize the Purchase Order first through this option. But un-authorization is possible only if the Final Print Out has not been taken out yet.

Once a Purchase Order is generated, it may or may not need to be authorized.   Authorization of Purchase Order is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Purchase Orders / Labour Rate Contracts after creating them through PO Maintenance / Labour Rate Contract Entry option respectively. Once Authorized, a Purchase Order/Labour Rate Contract can not be edited but IMMS provides the facility to un-authorize it provided its Final Print Out has not been taken out yet. Further if a particular Purchase Order needs to be edited even after its Final Print Out, than in that case the user needs to Amend that Purchase Order.   If the flag is set as 'Off', it is not compulsory to authorize Purchase Orders/Labour Rate Contracts. They will be authorized automatically by the system as soon as they are generated.

Screen Layout of PO UnAuthorization

Field Description of PO UnAuthorization

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Type:

Specify the Type of Purchase Order that has to be un-authorized. Select either 'Regular', 'Capital' or 'LabourRateContract' from the given popup.

As a result all the Purchase Orders belonging to the selected Type that have already been authorized but Final Print Out has not been taken out yet will be displayed in a grid as follows -

This grid also displays the Basic Amount and Value of the each Purchase Order along with its respective Vendors and OAF details in case the PO was generated against an OAF.

In order to view details of a Purchase Order, you can <DoubleClick> on the respective row of that Purchase Order. Please note that Purchase Order will be displayed in view mode only and no changes can be made to it. Once viewed, click on 'Cancel' button to go back to the grid.

You can arrange data in any of the field in ascending or descending order simply by clicking on that field.

Click on the small white box to select all those Purchase Orders that have to be Un-Authorized. Please note that only the selected Purchase Orders will be Un-Authorized. Alternatively, you can also click on the small box in the column header to select or de-select all Purchase Orders in one go.

Once you have selected all the relevant Purchase Orders, click on 'Save' button to finally Un-Authorize them or 'Cancel' icon to discard.