Purchase Requests, also known as 'PRs' are as the name suggests Requests for a Purchase Order. There is generally a set of Approval Stages which follow a request and once fully approved they are posted to Dimensions and converted into a Purchase Order.
The Request (the PR) record remains in Focalpoint with a 'Posted' Status.
If a PR needs to be deleted from FocalPoint there are certain criteria to meet first.
The first and most important is whether the Security Permissions have been set correctly, giving the users the ability to delete PRs.
To find the Security Permissions users will need access to FocalPoint Administrator:
Log in with an Administrator user.
Navigate to System Control
Click on Security Profiles
Select the Security Profile and Click on Edit
Click on the Security Tab
Double Click on Forms to Expand the Forms menu (from the Options pane on the left-hand side)
Find and click on Purchase Requests Options
On the right-hand side see the Options for Purchase Requests Options
To enable a permission either double-click the option or highlight and click Enable
An enabled option is shown as a Green Tick.
A disabled option is shown as a Red Cross.
Click OK to save the changes
Note: these changes are for all users of this Security Profile and will therefore apply to every user who exists in the Members section for this Security Profile
There are three possible options for Enabling a Delete Request on a PR. They are:
Allow Deletion of Rejected Purchase Requests Records
Allow Deletion of Reopened Purchase Requests Records
Allow Deletion of Cancelled Purchase Requests Records
With the correct Security Permissions set, the users should now be able to Delete PRs from Focalpoint. Users can therefore only delete a PR record when the following Status' are applicable
Pending - All users can Delete
Rejected - Only users with correct permission can Delete
Reopened - Only users with correct permission can Delete
Cancelled - Only users with correct permission can Delete
PRs with a Status of Awaiting Approval or Posted cannot be Deleted. However it is still possible to get them to a new Status in order to Delete.
For PRs with a Status of Awaiting Approval they have to be Unsubmitted. Unsubmitting a PR will send the PR back to a Pending Status which it can, therefore, be Deleted.
For PRs with a Status of Posted they will have to be Cancelled or Reopened. Both of which require further Security Permissions enabled. The permission options are in the same Options as the Allow Deletion and are:
Allow Purchase Requests to be Reopened
Allow Purchase Requests to be Cancelled
Upon Reopening or Cancelling a Posted PR the status is set to Pending (for Reopened) with a Reopened Flag set against the PR. The Status gets set to Cancelled when users have Cancelled a PR.
Both these Status Types can then be Deleted should the user have the required Permission.