Purchase orders
Approve purchase orders
Require approval for purchase orders above an amount; an order waiting for approval cannot be received or invoiced until someone other than its creator approves it.
2 min readLast updated
In this article
When purchasing settings require it, a purchase order at or above the approval amount is saved as Waiting for approval. It can be neither received nor turned into an invoice until it is approved, and the person who raised it cannot approve it.
Turn approval on
In Purchasing settings, switch on Purchase orders need approval and enter the amount in From an order total of (0 means every order).
Approve or reject an order
Go to Purchasing > Purchasing Order and filter Approval on Waiting for approval.
Open the order and check the lines and the total.
Select Approve order, or Reject order and give a reason.
Approving needs the permission to approve purchase orders. Directors can also approve from the Executive app's approvals inbox.
After approval
With receipt-first buying, the order shows Receive goods. See Receive goods against a purchase order.
Otherwise it can be executed into a purchase invoice as before.
A rejected order stays in the list with its reason; raise a new order if it is still needed.
Common questions
Do orders saved before approval was switched on need approval? No. Only orders saved after it count.
Does an order waiting for approval count in the project's commitments? Yes. It is a promise to spend until it is rejected.