MANUALS > Quality Assurance > Quality Assurance Module > Quality Assurance, Update Menu > Audit Requirement Master > Audit Requirement Master Detail > Audit Requirement Master Detail Buttons > Q/A Request Creation/Following (One Time Approval)

The Q/A Request Creation/Following window allows users to create One Time Order Approvals for Vendors that are under 'Q/A Inactive' Status. These One Time Approvals allow the Vendor to be entered against one order (which include P/Os, E/Xs, L/Os and R/Os). Without a One Time Approval, a 'Q/A Inactive' Vendor cannot be entered against an order. For the Vendor to be used against another order, whether it's the same order type or a different type altogether, a new Approval must be created. To be able to use the One Time Approval, it must first be Authorized. And once the order is created, the One Time Approval is automatically closed.

Note: This window and the Authorization function are security enabled.

When the window is opened, the following search fields are available.

The following information/options are available in this window:
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Status drop down

The current status of the One Time Approval.

• All
• Authorized
• Closed
• Open
• Rejected

Q/A Control

The type of request.

Vendor

The Vendor that the One Time Approval was created for.

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The Export as Excel button can be selected to view the queried data (including all pages) in an Excel spreadsheet. This Excel file can be saved for later use. For more information refer to the Export as Excel Button via the eMRO System Standards manual.

The Filter/Sort button is used to alter the search criteria for records associated with the host module and window. For more information, refer to Filter/Sort Button via the eMRO System Standards Module.

To create a One Time Approval entry, select the New button. The Q/A Request, General tab pop-up window appears.

The following information/options are available in this window:
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Q/A Request

The One Time Approval entry number. This number is automatically generated once this window is saved.

Note: This field is automatically generated based on the number listed in Quality Assurance Switch QAREQUEST. For more information refer to Switch QAREQUEST via the Quality Assurance Switches Manual.

Q/A Control

The type of request.

Vendor

The system code for the service/part provider. The Vendor that the One Time Approval was created for.

Category

The Q/A Request Category. (This field is defaulted to One Time Approval.)

Status

The current status of the One Time Approval. At creation this field is defaulted to 'Open'. (It must be set to "Authorized' in order to use the Vendor against an order.)

Order Type

The Order Type that the One Time Approval can be used against. The options are:

• P/O (Purchase Order)
• E/X (Exchange Order)
• L/O (Loan Order)
• R/O (Repair Order)

Order Number

The number of the order that the One Time Approval was used against. This field is automatically populated once the One Time Approval is saved against an order.

Description

A brief description of the Approval.

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When entering the Vendor for the One Time Approval, users can click into the field to select from a listing of all Vendors. As mentioned above, the Vendor entered must be under 'Q/A Inactive' Status. Vendors with this status are displayed in red.

Note: Notice that the above selected Vendor is in 'Q/A Inactive' Status via the Audit Creation, Vendor Tab of the Quality Assurance/Update/Audit Creation/Following window.

When a Vendor that is not registered as 'Q/A Inactive' is selected, the window will not allow the user to continue.

The following is the prompt that blocks users from continuing.

Notice that the above Vendor is in 'Active' Status. The One Time Approval therefore does not apply to this Vendor.

For more information regarding the 'Q/A Inactive' Vendor status refer to the Audit Requirement Master, Vendor Tab via the Quality Assurance Training Manual.

Enter all relevant information then select the Save button.

Once saved, the Q/A Request number is generated.

When the entry is queried, the information is displayed as follows.

To authorize the One Time Approval, the entry must be selected into. From the Authorization tab, the Status must be changed to 'Authorized'. If not authorized, the Vendor cannot be used against an order.

Alternatively, the One Time Approval can also be Rejected by the authorizing user if need be.

Note: The Status drop down of the Authorization tab is security enabled.

Once the One Time Approval is saved against an order, the Status of the Q/A Request automatically goes to 'Closed.'

For detailed information on how the One Time Approval functionality corresponds with an order, refer to the One Time Order Approval for Q/A Inactive Vendor via the Quality Assurance Training Manual.

Note: The Notes button is available to include relevant information.

This update window is also available in query mode where users can view the records provided in this window but cannot create new records or edit existing data. Refer to this module's Query menu.