PURCHASE ORDER APPROVAL PROCESS

DESCRIPTION : 

A Purchase Order (PO) with approval process is a structured method used by organizations to

control and authorize purchases before they are made. It ensures that spending is properly

reviewed, approved, and documented, helping manage budgets, avoid fraud, and maintain

accountability.

A Purchase Order is a formal document issued by a buyer to a supplier, indicating the type,

quantity, and agreed price of products or services. 

The approval process is the internal workflow a purchase request goes through before the

PO is officially created or sent to a supplier. It ensures the purchase is necessary, budgeted,

and authorized by the appropriate personnel.

1.  SET UP USERS FOR APPROVAL PROCESS

The default setting for Enforce Purchase Order Approval is turned off (no approval needed). Administrator must turn it on and define which users approve or approve on behalf. 

1. For specific users, go to User Maintenance > Approval tab. 
2. On “Enforce Purchase Requisition Approval’’ for User/Requestor. 
3. On “Can approve/Can approve on behalf of’’ for Approver. 

2.  HOW TO ENTER A PURCHASE ORDER REQUEST? 

Open the purchase order transaction screen and add new transaction as follow:

1. After entering the order details, navigate to the Approval tab. 
2. Select Requester.
3. Select Approver 1 and Approver 2 (optional) and clicked “Submit”.
4. Click Save.

3.  APPROVAL WORKFLOW

1. Navigate to Master Approval menu
2. Click on 'Pending' to view transactions awaiting approval.
3. Select the transaction you want to approve by ticking the checkbox. 
4. After selecting the transaction, click 'Approve' to complete the approval of the SO.
   
   

After approving the SO transaction, users may use the 'Approved' filter to display all approved transactions. 

Additionally, if the SO has already been approved, the screen should display its status as 'Approved'. 

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