+254 722 615 477 | +254 729 844 384 | +254 722 954 501 info@gravitysolutions.net


Capturing additional costs on a Procurement Purchase Order by the last agent in the Authorizations Workflow: Method 2, in Sage 200 Evolution.


This article explains a second method on how to capture Additional Costs on a Procurement Purchase Order.

Please also refer to another article that also discusses how to capture Additional Costs but using a different scenario and method, called Capturing Additional Costs on a Procurement Purchase Order – Method & Scenario 1 

A significant duration (e.g. weeks) may exist between the first and last agents’ steps in the workflow, making the relevant additional costs at the time of the first agent’s workflow step, redundant when the final step is reached.

Also, you may notice that any agent in the Purchase Order authorisation workflow other than the first agent in the workflow, is not able to properly add Additional Costs on the main PO’s transaction lines.

The scenario discussed below also caters for when the Purchase Order needs to be approved before sending it to the supplier and without additional costs added yet


Apply the following steps to achieve the above outcome:

A. Phase 1: Setup

1. In this instance there are 2 steps in the Workflow as can be seen below.

Please note: We only make use of these 2 steps for the sake of simplicity of explaining the solution. The same principles discussed below should still apply in any company regardless the number of workflow steps.

2. The REQUEST step has been setup as below.

3. The APPROVAL step has been setup as below.

 4. On the Agent Administration screen for agent John | Purchase Order tab, notice the setup for agent John (part of Step: REQUEST in the workflow above).

5. On the Agent Administration screen for agent Mark | Purchase Order tab, notice the setup for agent Mark (part of Step: APPROVAL in the workflow above).

B. Phase 2: Processing

1. Agent John logs on to the company.

2. He captures a new Purchase Order (PO) without adding any Additional Costs yet,  and click the Request Approval button.

3. John finds the new authorization record and opens it

4. John clicks the New Action button.

5. John clicks the Approve button below. 

6. Agent Mark logs on.

7. He finds the new authorization record and opens it.

8. He then clicks the New Action button

 9. Mark clicks the View Purchase Order button.

10. Mark views the PO and then closes it.

11. Mark enter the phrase below and clicks the Approve button below.

12. The Purchase Order has now finally been approved and can now be processed.

Please also note:

Agent Mark’s setup in Agent Administration | Access permissions as configured earlier before he logged onto the company:

13. Agent Mark or any other agent (with the above Access Permission setup) can now find and open the Unprocessed PO (which is no longer pending).

14. The agent can now Place Order, print it out and send it to the supplier.

As mentioned earlier: This caters for when the Purchase Order first needs to be approved before sending it to the supplier and without additional costs added yet

 15. When the shipment of the ordered goods has started and all the additional costs are now known, the rest of the actions below can now be performed in the Evolution company.

This explains why agent John or Mark could/should not have entered any Additional Costs in steps 2 and 10 above as a substantial amount of time has lapsed after agent John started the PO, or Mark approved it later.

It’s for example, a month or two later and the Additional Costs may have increased in the interim.

16. The PO therefore now needs to be processed and agent Mark  (or any relevant agent) logs into the company.

17. He finds/open the unprocessed PO and open the Additional Cost screen as below.

18. Mark captures the required, current and known Additional Cost transaction line values as below.

19. Back on the main PO screen notice the Additional Costs have now been allocated.

The way Evolution automatically calculates each line’s Additional Cost is by weighing the relative contribution in valuation terms per transaction line, in relation to the total additional cost: (R7000 in this case)

20. When all has been completed, the PO can now finally be processed (GRV / SINV) and the Additional Costs’ suppliers be processed and paid.

Get Free Resources !

Get Free Resources !

Enter Your Details to get access to these resources Free of charge

Resource Access

Thank you! Check you email to access these Resources and More

Let's Chat
Your voice matters! Join the chat
Don't be a lurker! Dive in and join the vibrant chat happening right now.