Purchase Requests (PRs) are requests for a Purchase Order. After approval, they are posted to Dimensions and converted into a Purchase Order. The PR record remains in FocalPoint with a Posted status. Before a PR can be deleted, the user's security profile must have the correct permissions enabled. To configure these in FocalPoint Administrator:
Log in as an administrator.
Click System Control.
Click Security Profiles.
Click the relevant security profile, then click Edit.
Click the Security tab.
In the options pane on the left, double-click Forms to expand it.
Click Purchase Requests Options.
The available options for Purchase Requests appear in the right-hand pane.
To enable a permission, double-click it or select it and click Enable.
An enabled option shows a green tick.
A disabled option shows a red cross.
Click OK to save.
📌 Note: These changes apply to all users on this Security Profile.
There are three deletion permissions available:
Allow deletion of Rejected Purchase Request records.
Allow deletion of Reopened Purchase Request records.
Allow deletion of Cancelled Purchase Request records.
With the correct permissions set, users can delete PRs with the following statuses:
Pending: All users can delete.
Rejected: Only users with the correct permission can delete.
Reopened: Only users with the correct permission can delete.
Cancelled: Only users with the correct permission can delete.
PRs with a status of Awaiting Approval or Posted cannot be deleted directly. They must first be moved to a deletable status: - Awaiting Approval: Unsubmit the PR. This returns it to Pending, from which it can be deleted. - Posted: Cancel or Reopen the PR. Both require additional security permissions. The options are in the same Purchase Requests Options section:
Allow Purchase Requests to be Reopened.
Allow Purchase Requests to be Cancelled.
Reopening a Posted PR changes its status to Pending with a Reopened flag. Cancelling changes the status to Cancelled. Both statuses can then be deleted if the user has the required permission.