In Vista, we use PM Purchase Orders. After creating the PO, the PO is emailed to the Vendor and/or Owner to await signature. The Approved button is not checked until the PO is returned with a signature, at which time the user checks the Approved button which then alerts the PM that they can Interface the PO.
Now with Pending POs in Keystyle, if a user does not Submit the PO, no one sees them in Keystyle or even knows they've been created. In Vista's PO Pending PO, the status shows as "Approval not Required" to all other users than the Initiated By (confirmed with support this is as design).
Since we have to wait for signature, we cannot submit right away. If they submit before receiving the signed PO, the approver will not have the necessary backup documentation in order to approve it and will have to constantly be going back to the PO to check (and they will have many).
If that Initiated By user quits, is sick for a number of days, or goes on vacation, we are at a standstill as that is the only user that can see the PO. We also have a number of Coop students that take on a lot of Field Engineer roles and assist with PO creation. We would have to maintain everyone's passwords in order to fix these.
We need a backup process like with AP Invoice Review (where you can assign more than 1 VP User to the Reviewer) so they can log in and see these POs and Submit on their behalf when required.
Mercedes Green
| Company | SKYGRiD Construction Inc. |
| Job Title / Role | Technology Strategist |
| I need it... | Yesterday...Come on already |
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I had created a case with support (1721892) about this issue but was told it wasn't possible and needed to create a suggestion.
I tried this setting to choose a group that all Employees are a member of, however, this now skips over job security and users can see ALL Pending POs for ALL jobs (even ones they do not and should not have access to).
Why does this setting override job security?
Employee Group for Purchasing Dashboard access
Additional Notes:
If you are allowing users to create PO Requisitions, this setting assigns a specific group of employees to have access to create Purchase Orders from PO Requisitions on the Purchasing Agent Dashboard.
This setting says it's for PO Requisitions which we don't use. Does it also apply to Pending POs?
Hi Mercedes,
Are you using the "Employee Group for Purchasing Dashboard access" portal setting? Anyone that's in the employee group assigned to this setting will have access to see all purchase orders on the Purchase Order Dashboard.
I'm going to mark this suggestion as Already Exists. Please let me know if you have any questions about setup.
We are desperate for a solution here. We are having to have our accounting users submit POs that are not ready ie do not have final pricing because the user that entered them is not available or in, on vacation or has left.
Is there anyone monitoring these?
This is becoming more and more urgent for us. We have sites with multiple users entering POs. If user A enters a PO, leaves for the day, we need to be able to allow another user to edit that PO or submit it on their behalf.
We are having to enter additional users as temporary approvers and having to Submit all POs, even if they're not yet ready to approve, and have them sit as Unapproved so at least one other user can edit them. We do not have set costs when we first enter the PO and must enter the PO to give the PO # to the vendor. We then need to edit that PO, adjust the cost THEN submit it for approval. Currently only the person that enters the PO is able to edit the PO.
If one of these users goes on vacation, we're scrambling.