No approval, no goods in
A purchase order starts as a draft, is submitted, and is approved by a user whose role holds approval rights on purchase orders. Until then, no goods can be received against it and no bill can draw on it.
- Purchase order
- PO-00128
- Status
- Submitted
- Receipt attempted
- 50 cartons
Refused · Refused: the order is not approved yet
How an order is approved
Draft
Raise the order and edit it freely while it is a draft.
Submit
Submitting puts it forward for approval. A submitted order can no longer be edited.
Approve
A user with the Approve level on purchase orders approves it.
Receive and bill
From approval on, goods can be received against the order and bills drawn from it.
Details that matter
Approval is a permission
Approving needs the Approve level on purchase orders, granted through the user’s role, not a job title.
Cancel until goods arrive
An order can be cancelled as a draft, once submitted, or once approved, until the first goods are received.
Closes itself
Once everything is received and billed, the order closes on its own.
Questions buyers ask
Can someone change an order after it is submitted?
No. Only a draft is editable, so what was approved is what was submitted.
Who can cancel an order?
A user with the Approve level on purchase orders, until goods have been received against it.
Can we set approval limits by amount?
Not yet. Every order goes through one approval step, by any user with approval rights.