Originator Notification

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Level III Feature

 

If you use the AnyPO's Email Approval system, you can configure the program to send notification to the originator that the PO has been approved (see originator notification for information on how to set this up.)

Just a quick refresher: the originator is the person who created the PO and who sent it off to be approved.  The approver is the person with authority to approve PO's.

If you have this feature turned on, and after you complete the approval process, the following dialog box appears:

POApprov12

Here are your choices:

Send & Exit. This is the default choice, the choice that you'll select most often.  You can either click on the button or press <ENTER> on your keyboard.  After clicking the button, a message will be sent to the originator telling them which PO (or PO's) have been approved.  The text of the message includes the PO number(s) and approver's initials.
Let Me Edit. If you would like to include a note along with the notification message, click this button.  The email screen will open.  A standard brief message appears which includes the PO numbers of the approved purchase orders.  You can alter the message in any way and insert any additional information or instructions for the originator.
No Send & Exit.  If you do not wish to send a notification to the originator, click this button.  No notification will be sent.  You'll probably only use this option on rare occasions.  (Note that if you never want to send notifications, then the best way of handling it is to turn if off on the set-up page.)
Start Again.  If, for some reason, you realize that you need to re-look at a PO before sending the originator a message, click this button.  It returns you to the red "PO Approval" dialog box above and you can re-start the process.

Quick Exit from the Program. Normally, when you click one of the top three buttons ("Send & Exit," "Let Me Edit," "No Send & Exit"), the program completes what it needs to do and returns you the the Main Purchase Order Screen.  However, if you hold down the CTRL key on your keyboard and click on one of the top three buttons, the program skips past the Main Purchase Order Screen and closes.  It even by-passes the back-up procedure.  It will, of course, finish the process of sending notifications, but once that's done, the program is closed.

What's the reason for this feature?  Individuals with approval authority often use the program only for approval purposes.  In that case, as soon as the approval process has been completed, they'll want to move onto other business.  This feature minimizes the amount of time that they need to spend in the program, allowing them to get through their approval tasks quickly.  (The back-up procedure is by-passed since they haven't added or edited PO's, and other than marking a few PO's as approved, there is little reason to back-up their work.)

More Information on the Process .  .  .

 

Who receives a notification message when you process approvals from more than one originator?

If you are processing several PO's, approval requests may have come from more than one originator.  If that's the situation, AnyPO will remember all of the originators.  When email screen appears, the first originator's name and email address will be pasted in place.  Additionally, the body of the message will include a list of which PO's have been approved.  After the message is sent, the next originator's name and address will be pasted in place and so on until all originators have been sent notifications.

How can you review or re-start the approval process at a later time?

You can always return to the approval process at a later date.  AnyPO keeps a list of PO's that require your approval, and if you run out of time, you can come back to them. That's done by selecting ORDER TOOLS >> TOOLS FOR APPROVERS: More information.

How can you turn off this dialog box if you don't normally send notifications to originators.

If you don't need to send notifications to originators, you can simplify things by turning off the above dialog box.  You can do on the email approval set-up page.