Approving purchase requests and entering POs

Use this report to approve purchase requests as well as enter purchase order numbers for tracking.

NOTE: From this utility, you can also view plan files by double-clicking the folder icon in the column on the left side of the CAPREQ/POTRANS column.

To approve purchase requests and enter POs:

  1. In the Cap Track Admin task pane, in the Capital Tracking Reports section, click Approval > Project Request Approval, and double-click Project Request Approval and Assign PO.

  2. Refresh data by doing one of the following:

    • On the Main ribbon tab, in the Workbook Options group, click Refresh Data.

    • Press F9.

  3. Do one of the following:

    Option Description
    Filter the report to include specific purchase requests
    1. In the Refresh Variables dialog, for each option to filter by, click Choose Value.
    2. In the Choose Value dialog, select the values to include, and click OK.
    3. In the Refresh Dialog, click OK.
    Include all purchase requests in the report In the Refresh Variables dialog, leave the field blank, and click OK.
  4. In the PR Approval column, do one of the following:
    • To approve a PO, select Approve.
    • To reject a PO, select Decline.

    • To set the project as pending, select Pending.

    NOTE: The system automatically updates the Approval Date column when you make a change in the PR Approval field.

  5. In the Assign PO column, type a PO for tracking purposes.
  6. In the Status Comments column, type comments to explain the status of the PO.

  7. After you finish making changes, in the Main ribbon tab, click Save.

  8. At the confirmation prompt, click OK.