Approve Payment of Purchase Orders in Full

Purchase order commitments can be approved by job, supplier or contract. If approving by job or supplier, it is required to select the appropriate job or supplier in the desktop to reveal the purchase orders awaiting approval.

 

Purchase orders can be approved for payment in different ways:

  1. The user can approve a purchase order for payment in full so that the entire remaining balance of the purchase order is approved for payment.

  2. Alternatively, the user can approve a partial payment for any amount up to the remaining balance on the purchase order.

  3. If the Scheduling module is used, purchase orders may be automatically approved for payment if the scheduling activity is marked as completed upon the issuance of the purchase order (If this option is enabled under Setup > Divisions. See Purchasing PO Approval Options).

 

Navigating Through the Screen

The Show Columns pane found on the left of the Approve Payment of Purchase Orders screen customizes the screen to display only the user's selected columns. The columns can be sorted in ascending or descending order or moved left or right.

 

To approve the payment for purchase orders in full:

  1. From the Purchasing menu, selectApprove Payment of Purchase Orders, or click the   Approve Payment of Purchase Orders icon in the Purchasing toolbar.

 

 

The Approve Payment of POs screen appears in the right side of the WMS desktop:

 
 
 

Notes

By default, approvals are sorted by job. However, the Approve By toolbar button allows the user to change the approve-by view to Supplier orContract.  

The Contract approval view will only contain supplier contracts that have been activated. This view follows a supplier/contract (or change order)/item/purchase order hierarchy.

Purchase orders approved within a contract are assigned the same invoice number that will be sent in the same batch to Accounting. POs within the invoice will be listed as a., b., c., etc.

For additional information, see the topic Using the Jobs Toolbar or Using the Suppliers Toolbar.

 

 

  1. Locate the purchase order to approve.

  1. Preview a purchase order in the list by right-clicking the row, and selecting Preview Purchase Order from the pop-up menu.

  3. Accept the Default Completion Date, or click on the drop-down arrow and click on an alternative date in the drop-down calendar.

Notes

If the Insurance Hold checkbox is selected, purchase orders cannot be approved and sent to Accounting. See the Accounting DB Setting topic on the Insurance Hold setting for more information.

Additionally, refer to the Placing a PO on Approval Hold topic for more information.

 

Validating PO Approval Data

The PO Approval Data Validation tool will clear out any remaining payments that are not rounded in Sage Timberline Accounts Payable (i.e. some items may display a few pennies in the partial payment section of this screen after numerous Send to Accounting functions and they do not disappear.) This tool first performs a system check on POs that have been fully approved and will clear out these approved purchase orders' items whose partial payments still remain in this screen. The tool functions in tandem with the PO Approval Data Validation Report that is also run from this screen.

 

To validate PO Approval Data:

  1. Click the Validate PO Approval Data icon in the toolbar and the following message appears:

 

 

  1. If the report has been run, click Yes. Otherwise, click No to exit.

  2. A prompt will appear, "Run the PO Approval Validation?" Click Yes to continue orNo to exit. If Yes, the following confirmation message will appear:

 

 

 

  1. Click OK. It is recommended to run the PO Approval Validation Report to confirm these items have been reconciled.

 

Understanding Date and Amount Fields

 

Date Completed

This is the date the scheduling activity was completed or the date the purchase order was approved for payment. If the Approve Remaining checkbox is selected, this field defaults to the current date.

Invoice Date

This date defaults to the default completion date from the Approve Payment of Purchase Orders screen. The user can overwrite this date as necessary.

Payment Date

Date the invoice is due to the supplier

Discount Date

Date the invoice must be paid by in order to have the discount applied

Accounting Date

This date controls which General Ledger period in Sage Timberline Accounting that cost is posted to.

Approved To Date

Total dollar amount of invoices approved for payment for the purchase order

 

Descriptive Fields

 

Invoice Description

Includes the user's chosen combination of job number, site address, and job description data defined at the division level in the PO Approval Options tab

Completed By

Contains the user's name who completed the corresponding scheduling activity on a wireless device

Approval Notes

Once a purchase order is approved for payment, the user can enter notes concerning the approval.

PO Description

Contains the purchasing activity associated with the purchase order

 

Related Topics

Accounting DB Settings - Insurance Hold Setting

Approve Partial Payment of Purchase Order

Change Accounting Date on Approved Invoice (Prior to sending to Sage Timberline® Office Accounting)

Print Purchase Order Pending Approval Report

Approve Payment of Purchase Orders

Overview of Issue Purchase Orders Screen

How to Issue Purchase Orders