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Handle purchase orders held because of limit control

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The following describes how to handle purchase orders that are defined as having both Attest control and Limit control.

Prerequisites
For the purpose of this example, you are allowed to purchase goods for a maximum value of 500 GBP. You will enter a purchase order with an order value exceeding this amount. Before you exit the order, you will attest it. Even though the order is attested by you, it will be held because the order amount exceeds the Common attest limit defined in Work with signatures for your signature.

In the second part of this example, your superior will release an order that has been held due to limit control, since he/she is authorised to purchase goods for a maximum value of 4,000 GBP.

  1. Create a new purchase order and enter an order line that exceeds a total order value of 500 GBP. For information about entering purchase orders, see Manually enter a purchase order.
  2. You access Work with purchase orders, Order lines. (Tip: If you access the Add lines panel instead of the one above, click Back once.) Click Header to attest the order.
  3. You access the Order header panel. Enter your security code in the Security code field and click OK.
  4. You return to the Work with purchase orders, Order lines panel. Exit the order.
  5. The same panel is displayed but with the message at the bottom of the panel:

    6. Since the order value is 3356,00 GBP and you are only allowed to purchase goods for a maximum value of 500 GBP, the order will now be held because of the limit control.

    Exit the routine.

Release an order held for limit control

For the purpose of this example, the following persons are allowed to release an order held for limit control:

  • The person defined as Next level authority in Work with signatures for the purchase order handler. As per the table below, CSR is defined as Next level authority for DBF.
  • All persons superior to CSR, see table below. As per the table below, the signatures JTL and FWC are also allowed to release the order.
  • All persons who have no Common attest limit defined in the Work with signatures. As per the table below, the signature FWC
Signature Common attest limit Next level authority
DBF 500 GBP CSR
CSR 4,000 GBP JTL
JTL 10,000 GBP FWC
FWC no limit none

Steps 1 through 4 are performed by the superior to DBF, namely signature CSR. This person has a Common attest limit of 4,000 GBP defined in Work with signatures. Therefore, CSR is allowed to release the order.

  1. Select the Work with held purchase orders menu item.
  2. You access Work with held purchase order. The following fields are displayed:
    3. Handler
    Displays the signature of the person who entered the order.
    Next lvl
    Displays the signature of the person defined as Next level authority for signature DFB in Work with signatures. In this example this is the person releasing the order (CSR).
    RC
    Displays the reason code 31, meaning the order is held because the common attest limit for DFB has been exceeded.

    Select the order you want to release and click Release order.

  3. You access Work with held purchase orders, Release orders. Click OK to confirm.
  4. The same panel is displayed and the order is now released.

    5. Note: If a non-authorised person tries to release the order, the You are not authorised to release this order message is displayed and the order will not be released.

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