Purchase Order Approvals

Top Previous Next

Overview

Purchase Orders can, optionally, undergo an approval process prior to being issued.

Purchase Orders use line-item approval where each line-item can be marked Approved or Rejected. A Purchase Order's approval status is not set to Approved until all line-items have been approved.

If not enabled, all Purchase Orders will be auto-approved upon submission.

When enabled, approvals will be granted by an assigned employee approver, delegate or auto-approved based on a set of approval rules.

Employee Approvers

When enabling Purchase Order Approvals (Global Settings), you'll choose one of the following approval methods:

•	Employee PO Approver

•	Employee Timesheet Approver

•	Project Responsible

Once a Purchase Order is submitted, the assigned approver (based on the method) is responsible to approve or reject each item listed on the Purchase Order.

Approvals can be made from the Purchase Orders, My Purchase Orders and Purchase Order Management applets

Employee PO Approver

Similar to Time & Expense Sheets, Purchase Orders are approved by an employee-assigned PO approver.

Employee PO Approvers are assigned via HR>Employees>Purchasing tab.

Employee Timesheet Approver

Using this option, Purchase Orders are approved by an employee-assigned Timesheet approver(s).

Employee Timesheet Approvers are assigned via HR>Employees>Accounting & Rates tab.

Project Responsible

Purchase Orders are approved by the project-assigned Project Leader (e.g. Project Manager, Project Accountant, Principle-in-charge).

Project Leaders are assigned via PA>Projects>Members.

Delegates

Delegates can be assigned approve Purchase Orders on behalf of an approver.

Configured in the Employees applet (HR>Employees>Delegates tab), each employee can be assigned one (or multiple) delegates to act on their behalf.

Approval Rules

Approval Rules define a set of criteria used in determining if an item requires approval. For instance, a rule could be configured to enforce approvals on Purchase Order items exceeding $1,000.00.

Approval Rules can be established Globally, per Employee, Vendor and/or Purchase Item.

•	Global Settings - AD>Global Settings>Purchasing tab

•	Employee - HR>Employees>Purchasing tab

•	Vendors - AP>Vendors>Purchasing tab

•	Purchase Items - PO>Purchase Items>Approval Rules column

If a Purchase Item meets any defined criteria, approval is required. If no criteria is met, the item is auto-approved.