PO Approval

When a purchase order is submitted, it enters the approval workflow. The PO Approval process ensures that purchase orders above certain thresholds are reviewed by the appropriate managers or administrators before being actioned.

How Approval Works

1. A user creates a PO and clicks Submit for Approval.
2. The system identifies the required approver(s) based on the PO value and the configured approval rules.
3. Each approver receives a notification (in-app and optionally via email).
4. The approver opens the PO, reviews the header details, line items, totals, and any attached supporting documents.
5. The approver clicks Approve or Reject.
6. If approved, the PO status changes to Approved and can be actioned. If rejected, the PO is returned to the creator with the rejection reason.

Multi-Level Approval

For high-value purchase orders, your administrator may configure multi-level approval chains. In this case the PO must be approved by each level in sequence (e.g. department manager first, then finance director). The PO only reaches Approved status once all levels have signed off.

Approval Notifications

When a PO requires your approval, you are notified via:

• The notifications menu in the top navigation bar.
• An email notification (if configured by your administrator).
• A pending task in your Tasks list.

Approval History

Every approval action is recorded in the PO’s history: who approved or rejected, when, and any comments provided. This creates a complete audit trail for procurement compliance.

TIP

Review the attached documents thoroughly before approving a PO. Click the document links on the PO detail page to open them in the Document Viewer.