Module: Purchasing
Topic: Purchase Orders
How to Approve/Reject/Hold a Purchase Order Change Order
Munis Version 11.1
How to Approve/Reject/Hold a Purchase Order
Change Order
Objective
This document provides step-by-step instruction on how to approve or reject a purchase order change order in
the Munis Purchase Order Approval program. It assumes that the user may need to modify default information
provided by the system, but uses a minimal amount of options available in the program. It is intended for a
user who already has a basic understanding of the Munis Purchase Order Approval program.
Overview
By approving/rejecting a purchase order change order, you are authorizing/disapproving funds to make a
purchase. As soon as the requisition is entered with an expense account, the funds are set aside, or “pre
encumbered” in the General Ledger account. After the purchase order change order is released, it goes
through the approval process after which it is posted to the general ledger.
Prerequisites
Before you begin, the following parameters and/or codes must exist. If they do not, you may need to contact
your MUNIS System Administrator or Department Manager to have the codes updated or added into the
MUNIS system.
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
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Purchase Order Change Order(s) must be completed and released.
Workflow business rules must be established that apply to the enterer’s department.
As an approver, you will have been notified via email or Munis Dashboard Notifications of pending
Purchase Order Change Order for approval.
An Approver’s MUNIS User ID must be properly configured in Role Maintenance. See Admin > Security >
Role Maintenance.
Procedure
1. Open Tyler Menu
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2.
Purchase Order Approvals
Financials > Purchasing > Purchase Order Processing Menu > Purchase Order Approvals
3. Click Update
on the Munis Ribbon. This will allow you to choose a code for all requisitions in your
queue for approval.
4. Under the Code Column choose whether to Approve, Reject, or Hold for each requisition in your queue. If
you do not choose an option from the drop down or choose ‘Blank’ your requisition will stay in your queue.
o
Approval: Approves the requisition and submits it to the next approver or to the purchasing
department if all approvals are complete.
o
Hold: Keeps the requisition open so that it may be considered at a later date. If you type H
(Hold) in the Code box, the cursor moves to the Comment box. Type a reason for the hold
status.
o
Reject: Rejects the request, returns it to a status 1, and resets affected accounts. If you type R
(Reject) in the Code box, the program displays a Rejection Notes screen. Type the reason for
the rejection in the Comment box. Rejected requisitions can be reopened, modified, and
resubmitted.
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5. If you would like to view the details of each purchase order in your queue click view POs
on the
Munis Ribbon. This will allow you to look at all information on the ‘updated’ purchase order (including
clicking between Tabs of the purchase order and the line item detail by clicking line detail
) and all
purchase orders in your queue by using the arrows on the bottom of the screen to change between
purchase orders.
6. When review of the “updated” purchase order is complete, Click return
on the Munis Ribbon.
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7. If you would like to view the changed made to the purchase orders in your queue, highlight the purchase
order you would like to see the changes made to and click view PO Changes
on the Munis
Ribbon. This will allow you to look at the original purchase order as well as the purchase order change
order you are being asked to approve. You may click all Tabs of the purchase order and the line item
detail by clicking line detail
) you may go between the purchase order and purchase order change
order by using the arrows on the bottom of the screen.
8. When review of the original purchase order and requested change order is complete, Click return
the Munis Ribbon.
on
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9. Repeat the above to view all purchase order change orders in your queue. REMEMBER to choose Under
the Code Column whether to Approve, Reject, Hold, or Blank (to keep in your queue) for each requisition
awaiting approval.
10. Once all codes are chosen, Click Accept
.
Results
The purchase order changed order has now moved forward in workflow. It will go through workflow for all
necessary approvals.
Once all approvals are received, the purchase order change order will come to procurement to be audited for
procurement requirements and to be posted.
Procurement will print purchases orders once a day. Printing emails the vendor the vendor copy of the
purchase order. ONLY if the vendor has an email address in the Vendor Master File. If the vendor does NOT
have an email address in the Vendor Master File, the purchase order will be printed at procurement and be
sent to the requesting department via interoffice mail.
Printing also sends the file copy of the purchase order to TCM for viewing by department users.
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