Setting Up and Managing Purchase Order Approvals

Guide to Purchase Order (PO) Approvals

We have introduced a robust Purchase Order approval workflow that allows organizations to define specific user roles for PO authorization. This feature ensures financial control by preventing the sending or printing of POs until they have been reviewed and approved by authorized personnel.

1. Turning on PO Approvals

By default, PO Approvals are disabled. To enable this feature:

1. Navigate to Administration > Your Company and System > System Setup.

2. Locate the PO Approvals switch and toggle it to ON.

3. Set a Threshold Value: Enter a specific amount in the 'Value Requiring Approval' field. Any PO exceeding this amount will require authorization. To require approval for all POs regardless of cost, leave this value at 0.

2. Configuring Approver User Roles

To designate which users have the authority to approve orders:

1. Go to Administration > Your Company and System > User Roles.

2. Select the relevant User Role profile.

3. Scroll to the bottom of the permissions list and check the box for "Approve Purchase Orders".

4. Save the changes.

3. The Approval Workflow

Once enabled, the process follows these steps:

• Creation: Users create POs as normal.

• Authorization: In the Process card at the bottom of the PO screen, an authorized user must toggle the approval switch.

• Audit Trail: Once approved and saved, the system automatically records a timestamp and the identity of the approver for compliance.

Benefits & Key Rules

• Enhanced Security: Users without approval permissions cannot Send or Print a PO if it is pending approval.

• Financial Oversight: Set custom spending limits to automate approvals for low-value items while restricting high-value purchases.

• Integrity: If a PO's line items are amended after approval, the document must be Unapproved and Reapproved to ensure the changes are officially acknowledged.

Common Questions

Q: What happens if I edit an approved PO?
A: To maintain accuracy, any changes to the ordered lines will require the PO to be re-approved.

Q: Can a user approve their own PO?
A: Only if their assigned User Role has the "Approve Purchase Orders" permission enabled.