Purchase Order Approvals

In order to activate purchase order (PO) approvals, those involved in purchasing first need to be identified in the General Settings area.

General Settings:

Head to the General Settings area, specifically the Purchase Order Management tab.

Identify those involved in purchasing who are authorized to approve POs.

Then, approval settings need to be set for each person requiring their POs to be approved.

Setting Approval Levels:

• Click "Select" in the far-right column next to the person's name.
• A popup appears where you can set both Approver and PO levels.

The popup is divided into two areas.  The top area allows you to set the Approver levels. The lower area allows you to set the PO levels.

Approver Levels:

Level 1 allows approval before a second Approver.

Level 2 allows approval of any purchase order.

Note: Level 1 Approvers require Level 2 approval or another Level 1 Approver.

Purchase Order Levels:

Options include authorizing POs over a specified value or based on an accumulated monthly total.

Choose specific approval conditions, such as approval for items in a particular category or when a delivery charge may be incurred.

There are a number of PO approval options:

- If every purchase order issued by a user requires approval, then select the option to Authorise POs over £0 value (or enter a higher amount if not every PO approval is needed).

- Alternatively, POs can be approved only when an accumulated monthly total is reached, in which case the second option is selected along with an entered amount. (Option 1 can also be selected if the PO amounts are greater than £0 value.)

- If only POs need be authorised when a Delivery charge may be incurred, then the third option can be selected. Note, if this option is selected, a PO delivery charge approval is always required regardless of the other approval settings.

- Finally, if POs only need be approved for items in a particular category, then the category(s) can be selected at the bottom of the page. Note, leaving them blank will result in all categories being selected by default.) 

When a purchase order approval is required, the PO approval information is sent by email to the Approver, and their App is also updated:

To approve, the Approver can logon to their home page or open their App to view the items requiring approval, and either accept or reject the approval request.

Please note, approval settings are managed by the Primary Account Holder (PAH) in the My Account / General Settings area, located in the top right corner beside the PAH's name.