Approve Purchase Order

Depending on the business process used at your organization, purchase orders may require approval before being issued. If approval for a purchase order is required, the purchase order may require more than one level of approval.

Whether or not a particular purchase order requires approval depends on settings defined on the Repair Center Approvals page. Purchase Order Approvals can be based on the amount of the purchase order or the permissions of the user creating the purchase order.

Visual indicators are used to identify approval state on both the Details page and in the Purchase Order List. If the purchase order does not require approval, the column in the Purchase Order List will be blank and the Approval area of the Details page will indicate approval is not required.

If approval is required, the current approval state is listed in the Approval area of the Details page, and the number of approvals required is listed beneath the Approval header.

Once the purchase order has been approved, the date of approval and initials of the individual who approved are listed in the Approval section of the Details page. Once the purchase order has been placed in an approved state, the line item details can no longer be modified.

If approvals are based on purchase order amount, a second Approval Status section is displayed, indicating which approval levels are still required.

ClosedApprove a Purchase Order

You must be a member of an access group with permission to approve purchase orders to process approvals.

  1. Access the purchase order you want to approve or reject.

  2. Ensure you are viewing the Details page.

  3. Click the Action button to the right of the Approval section header.

    The Approval Action menu opens.

  4. Choose between two options:

    • Select Approve to approve the purchase order.

    • Select Reject to reject the purchase order.

    The page refreshes and the approval state displays directly below the Approval section header. It is not necessary to click Save, as the approval is automatically saved.

ClosedUnapprove a Purchase Order

Once purchase orders have been approved, line items cannot be altered. If changes need to be made to an approved purchase order, it must first be unapproved.

You must be a member of an access group with permission to approve/reject purchase orders to revoke an approval.

  1. Access the purchase order whose approval you want to revoke.

  2. Ensure you are viewing the Details page.

  3. Click the Action button to the right of the Approval section header.

    The Approval Action menu opens.

  4. Select Unapprove to revoke the purchase order approval.

    The page refreshes and a Pending Approval status displays next to the Approval section header. It is not necessary to click Save, as the change is automatically saved.

  5. Proceed to modify any line item details on the Line Items page.

    The purchase order can then be reapproved and completed as necessary.

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