FieldView

PO Approval - Activities with Open POs

The PO Approval page shows all open purchase orders for jobs in progress. From this page you are able to complete the following tasks:

Approve purchase orders for payment
Cancel purchase orders
Update measurement purchase order quantities
Reassign vendors assigned to purchase orders
Log schedule changes

The ability to approve and cancel purchase orders, initiate vendor reassignments, or edit measurement purchase order quantities are controlled via user permissions. Contact your system administrator if you are unable to view buttons or complete tasks as needed.

To view/ locate purchase orders:

Select the PO icon to access the Open POs page and view open/ pending purchase orders.
To revise the list to a wider range of open purchase orders, choose from the following (multiple selections allowed):

Incomplete and Upcoming
Completed 1 week or less - default selection when accessing the PO Approval page
Completed 7-14 days ago
Completed 2 weeks +

Click the GO! button to apply ranges. FieldView tells you the number of purchase orders that fall into the filter parameters in parenthesis on the GO! button.

To filter open purchase orders, choose from lists provided:

To limit the view to purchase orders in a specific project, select from the Projects list.
From the Jobs list, select a specific job as needed.
To view purchase orders associated with a particular vendor, choose a subcontractor or supplier from the Vendor list.
To filter the list by a specific activity/task, choose from the Activities list.

Click the GO! button again to apply filters. FieldView tells you the number of purchase orders that fall into the filter parameters in parenthesis on the GO! button.

Use the built-in grid sorting tools to consolidate or group purchase orders as needed.

Click column headings to sort data by a particular value. For example, to sort the list by activity ID, click the Actv or Activity Name header.
Select and drag a column header into the open space at the top of the grid to group items under a particular heading. For example, to view activities by job, drag the Job or the Address field to the top.
To view the list by a particular value, drag the column heading to the left, so that the data value appears first on the grid.
To reset the lists, either click the PO link at the top of the page again, or try the Internet Explorer® (IE) Refresh button.

Click the purchase order number link from the PO column to view a copy of the Purchase Order document.
Click the job ID to access the Job Info dialog with detailed job-specific information, including purchase orders and job documents.
To access additional vendor information on the Vendor Info dialog, click the vendor link.
Click the Start or Complete date to access additional activity information and the Schedule Change dialog (details in the Schedule List topic).

To manage open purchase orders:

To approve purchase orders, select applicable items and click the Approve Selected PO's button.
To cancel purchase orders, select applicable items and click the Cancel Selected PO's button.
To edit measurement purchase order resource/item quantities, click the MPO icon [next to the check box at the far left, only appears for MPOs] to access the Measurement PO - Quantity Change dialog. Edit the Actual Quantity as needed and click the Save and Approve PO button to log the MPO changes.

To reassign the purchase order to another vendor, click the Reassign Vendor icon to access the Vendor Change dialog (details below).
To clear approvals, cancellations or vendor changes, click the Clear Selected Transactions button.
To view purchase order transactions awaiting submission to the back office ERP, check the Pending Updates page.
To add a note to the vendor of a purchase order, click on the box beside the PO.
Click on Insert Notes and write your message. Click SAVE. DO NOT CLICK the box next to “Flag Selected PO’s”. The superintendent will receive an email with the contents of the note.
A yellow flag will appear next to the PO under the “Status” column. When the superintendent hovers over the flag they will see “Note Added Regarding PO”. When the vendor hovers over this flag on their PO page, they will see the message in the note.
To flag a PO:”PO is complete but not approved for payment”. Click on the box next to the PO.
Click on Insert Notes; click the box next to Flag Selected PO’s. Add a message to the vendor. Click Save. The superintendent will receive an email with the contents of the note. The vendor will see the message on his “What’s New” page next to the PO number in the column titled “Notes”.
A red flag will appear next to the PO under the “Status” column. When the superintendent hovers over the flag they will see” PO is complete but not approved for payment.” When the vendor hovers over this flag on their PO page, they will see the message in the note. The note also appears on the vendor’s “What’s New” page in the purchase order section, indicting the PO has been flagged.

As you log purchase order approvals, cancellations, MPO quantity changes, or vendor reassignments, FieldView logs the purchase order status in the Status column, populating the Owner column with the name of the FieldView user initiating the specific action. Further updates or status changes can only be initiated by the Owner.

To reassign vendors:

Click the Reassign Vendor icon to access the Vendor Change dialog.
Select the job ID link to access the Job Info dialog with additional information about the job, including job documents, released purchase orders, and the comprehensive Home Selection Sheet [from the HSS icon].
To access additional vendor information on the Vendor Info dialog, click the vendor link.
From the Variance Vendor list, select the vendor to whom you wish to reassign the purchase order.
Choose a vendor change reason from the Variance Reason list. REQUIRED if your system is set up to log vendor change transactions as variances.
Click the Save to Pending button to log vendor changes onto the Pending Updates page awaiting submission to the back office ERP.