Approving Purchase Order

If a purchase order has the status of Pending approval, it must be approved by someone with authorization.

There are 2 ways to approve Purchase Order:

  1. Using Purchase Order for Approval Report

  2. Using Purchase Order Transaction ID

To approve Purchase Order using Purchase Order for Approval Report:

  1. Go to Searches & Reports Menu > Purchasing Sidebar Menu > Purchasing > Purchase Orders for Approval (Trade)

    Purchase Order for Approval Submenu

  2. Enter the desired date on the As of field

    As of field

  3. Click the search button with blue icon located at the right side prior to generate excel button.

    Search button

  4. All purchase order transactions awaiting approval prior to and including the date specified on the As of field will be displayed.

  5. User can easily navigate to the transaction by hovering the cursor on the Sales Order Link, right-clicking the mouse, and selecting, “open link in new tab”.

    Purchase Order link

  6. Selected transaction will be opened in new tab. Buttons are located at the upper left corner of the transaction. Authorized user can approve, reject, or void the transaction.

    Purchase Order menu bar

  7. After the user clicks the selected button, status update reason dialog window will appear, allowing the user to provide an explanation for rejecting and voiding the transaction. Following the explanation, the user must click the “Save” button. Furthermore, this is optional if the user approves the transaction.

    Status update reason dialog

  8. Status of the purchase order is changed based on the selected button of the approver.

The other way to approve the Purchase Order is by using the Transaction ID (Purchase Order ID):

  1. Go to Purchasing Menu -> Purchase Order (Sidebar Menu) -> Search for a transaction. For any information, Click Searching & reading an existing purchase order record.

  2. After searching for the transaction, click the “Approve” Button.