FieldView

Open VPOs - VPO Approval

The Open VPOs page shows all open variance purchase orders for jobs in progress. From this page you are able to view additional information on the variance purchase order and job, as well as approve variance purchase orders for payment.

This page shows only posted variance purchase orders from the back office. FieldView variance transactions pending approval or awaiting processing in the FAST Enter Variances screen appear here only after posting.

To manage variance purchase orders:

Select the VPO icon at the top of the page to access the Open VPOs page.
To limit the list to open variance purchase orders in a particular date range, choose from the following (multiple selections allowed):

Issued 1 week or less - default selection when entering the Open VPOs page
Issued 7-14 days ago
Issued 2 weeks +

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

To filter open variance purchase orders, choose from lists provided. These lists reflect only those values contained in the current purchase order result set.

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 variance 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 variance 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 tasks as needed.

Click column headings to sort data by a particular value. For example, to sort purchase orders 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 VPO link at the top of the page again, or try the Internet Explorer® (IE) Refresh button.

Click the variance purchase order number link from the PO column to view a copy of the Variance 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 approve variance purchase orders for payment, select the item and click the Approve Selected VPO's button.

To clear variance purchase order approvals, select the item and click the Clear Selected Transactions button.
To view variance purchase order approvals awaiting submission to the back office ERP, check the Pending Updates page.
To add a note to the vendor of a variance purchase order, click on the box beside the VPO.
Click on Insert Notes and write your message. Click SAVE. DO NOT CLICK the box next to “Flag Selected VPO’s”. The superintendent will receive an email with the contents of the note.
A yellow flag will appear next to the VPO under the “Status” column. When the superintendent hovers over the flag they will see “Note Added Regarding VPO”. When the vendor hovers over this flag on their VPO page, they will see the message in the note.
To flag a VPO: “VPO is complete but not approved for payment”. Click on the box next to the VPO.
Click on Insert Notes; click the box next to Flag Selected VPO’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 VPO number in the column titled “Notes”.
A red flag will appear next to the VPO under the “Status” column. When the superintendent hovers over the flag they will see” VPO is complete but not approved for payment.” When the vendor hovers over this flag on their VPO page, they will see the message in the note.The note also appears on the vendor’s “What’s New” page in the variance purchase order section, indicating the VPO has been flagged.

As you log variance purchase order approvals, FieldView notes 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.