¶ Purpose
This document outlines the process for users to approve or reject newly added supplier or subcontractor details in the ERP system for use in transactions.
¶ Prerequisites
- Access rights must be assigned to the user responsible for the Party Initiation Approval- Vendor.
¶ Party Initiation Approval - Vendor
The Party Initiation Approval – Vendor / Subcontractor screen allows the user (approving employee) to approve or reject the added supplier or subcontractor.
Navigation: Main – Menu → Masters → Master – Party Approval →Party Initiation Approval -Vendor/ Subcontractor → Edit
- The user can search for a particular detail based on the Code and Name.
- The Party Initiation Approval - Vendor screen displays the party (supplier or subcontractor) details in three tabs as listed below.
- Details
- Finance
- Tax
- The Details section displays customer details such as the Code, Name, Party, PAN Number, Party Type, Address, Pin Code, Country, State, Area or City, Phone, Fax, Email, Website, Contractor Code, Is Supplier, Is Subcontractor and Rejection Comments.
- The Finance section displays customer details such as the Party Category, COA Group, Currency and Ledger Account.
- The Tax section displays customer details such as the GST No., MSME Registered, UAN No., URD Type and MSME Number.
- The user must select the Code or Name of the customer from the left panel of the screen.
- Click Edit, the Party Initiation Approval – Vendor Master- Edit screen appears as shown below.
- The Party Initiation Approval – Vendor Master-Edit screen allows the user to approve or reject the customer.
- The user must select the appropriate checkbox of Approve or Reject.
- The user must enter the Rejection Comments if the user rejects the customer.
- Click Save.
¶ Print Party Initiation Approval – Vendor Details
The Print option allows the user to print the added or existing details.
- Click Print, the following screen will appear.
- Click Filter, to search for details.
- Click Sort, to arrange details in either ascending or descending order.
- Click Export to Excel, to view details in Excel.
- Click Settings, to adjust Columns, Fonts, Row Height, Fit To Page, Page Setup and Printer Setup.
- The Set Col Details option allows the user to adjust column width as required.
- The Font option allows the user to edit Font Family, Font Style, Size, Effects and Scripts as required.
- The Auto Row Height option allows the user to adjust row height if required.
- The Fit to Page option allows the user to scale the content to fit the page if required.
- The Printer Setup option allows the user to configure the Printer, Print Range and Copies details if required.
- The Page Setup option allows the user to set the Paper Size, Orientation (Portrait or Landscape) and Margins in Inches (Left, Right, Top and Bottom) details as required.
- Click Print, to print details.
- Click Print Preview, to view details before printing.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view party initiation approval - vendor details either in a tabular format or in a hierarchical structure for easier navigation and understanding.
- Click Grid View to view details in tabular format (rows and columns), as shown below.
- Click Tree View to display data hierarchically (parent-child structure), as shown below.
- The user can expand or collapse nested items to view relationships or categories.
¶ Search Party Initiation Approval - Vendor
The Search option allows the user to search for particular party based on the Code, Name, Address, Approve, Area and etc.
- Click Search, and the screen will appear as shown below.
- The user must select the appropriate Filter On from the dropdown list.
- The user must select the appropriate Filter Text from the dropdown list and enter the corresponding filter value.
- Once the user enters the value, the corresponding list will appear on the left panel of the screen.
¶ Bulk Update - Add Multiple Party Details
The Bulk Update option allows the user to add multiple party initiation approval - vendor details at once.
- Click Bulk Update, and the following screen will appear.
- The user must select the Party, Country, State and Area from the dropdown list.
- Click Save, and the code and name will appear on the left panel of the screen.
¶ Functional Use Cases
| SL No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Approve Vendor/Subcontractor Details | A new supplier or subcontractor is added in the ERP and requires approval before being used in transactions. | The system updates the vendor/subcontractor status as Approved and makes it available for use in transactions. |
| 2 | Reject Vendor/Subcontractor Details | The approver identifies incorrect or incomplete details during the review process. | The system marks the vendor/subcontractor as Rejected and records the rejection comments for correction. |
¶ Use Case Scenario
- Click here for a detailed use case scenario for the transaction.
¶ Transaction Checklist
| Step | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify Access Rights | Ensure the user has approval access for Party Initiation – Vendor/Subcontractor. |
| 2 | Search Party Record | Locate the supplier or subcontractor using Code or Name. |
| 3 | Review Details Tab | Validate party details such as Code, Name, Party Type, PAN, Address, and Contacts. |
| 4 | Review Finance Tab | Check COA Group, Party Category, Currency, and Ledger Amount. |
| 5 | Review Tax Tab | Verify GST No., MSME status, UAN No., URD Type, and MSME Number. |
| 6 | Approve or Reject | Select the Approve or Reject checkbox based on validation. |
| 7 | Enter Rejection Comments | If rejecting, provide clear comments for correction. |
| 8 | Save Decision | Click Save to finalize the approval or rejection process. |