Pending PO / Subcontract Review

After a user has submitted a pending purchase order (PO) or subcontract (SL), users assigned in Vista’s WF Workflow will be able to review, approve, and reject in the portal.

Reviewers must be assigned Pending PO / SL permissions in order to access the Pending PO / SL Review page.
Note: Subcontract review in the web portal requires configuration of the new Vista Workflow Process for subcontracts. See Review/Approval Process Workflow in the Vista Help for details. After creating and submitting subcontracts for approval using Vista, you will be able to review subcontracts in the portal.

This subcontract review and approval process is only available in Vista version 2023 R1 and forward.

  1. Select Approval > Pending PO / SL Review.
    If you have items to review, you will see a badge with a number next to Approval in the portal navigation bar.
  2. For pending POs only: If you have permissions to view the full details or make edits, select the drop-down arrow on the far right and choose Edit / View Detail.
    Note: If you modify the pending PO, it will be removed from your approval grid and return to the submitter, who will have to re-submit it.

    You cannot edit subcontracts in the web portal—make all modifications in Vista, then route the subcontract for approval via the portal.

  3. To add a comment to a pending PO / subcontract before approval or rejection, select the drop-down arrow on the far right and choose Add Comment.
  4. To view the next step in the process for pending PO / subcontract review, select the drop-down arrow on the far right and choose View Workflow.

    The Workflow popup provides information such as the name of the next approver in the review process.

  5. To download a PDF or DOC of a Pending PO, select the drop-down arrow to the far right and choose Print (PDF) or Print (DOC).
  6. To approve a pending PO / subcontract, select the checkmark button on the far right. To approve multiple items at once, select the corresponding box on the left for each PO / SL you would like to include, and then select Approve.
    • Optionally, enter notes before you confirm the approval.
  7. To reject a pending PO / subcontract, select the x button on the far right. To reject multiple items at once, select the corresponding box on the left for each PO / SL you would like to include, and then select Reject.
    • Enter notes, then confirm the rejection. Notes are required when rejecting a pending PO / SL.
    • These notes are recorded in Vista PO Pending Purchase Order on the Notes tab.
  8. For pending POs only: After a pending PO has been approved (either by going through the full workflow or receiving approval from the highest level approver), users with access can see the purchase order by going to PO Dashboard > Pending Purchase Orders. Select the approved PO and select Process.

    You cannot view approved subcontracts in the web portal.

Note: If your reviewers are not seeing the item in Pending PO / SL Review in the portal, and they are assigned via VA User Profile, confirm that the user’s PRCo and Employee number are both filled in and associated with a single VA User Profile.