Table of Contents

Creating an Unapproved Purchase Order (Unapproved PO)

Also known as: Add Unapproved PO, Pending Approval PO, Approval Required PO

An Unapproved Purchase Order is created automatically by the system but requires manual approval before being sent to the supplier. If not approved within the expiration window, it is canceled.

Steps to Create an Unapproved PO

  1. Navigate to the Purchase Orders module from the Dashboard.
  2. Click on Create Unapproved PO.
  3. Fill in the header details:
    • Supplier (the vendor you are ordering from).
    • Station (choose All Stations or a single station).
    • Delivery Date (optional expected delivery date).
    • Reference Number (optional).
  4. Select items for the PO:
    • Suggested automatically from Min/Max levels.
    • Review, add, or remove items as needed.
  5. Save the PO. It is now marked as Unapproved.
  6. A notification is sent to the designated approvers.

Approval Workflow

  • Approvers must log in to review and approve the PO.
  • If approved, the PO is transmitted to the supplier.
  • If not approved before the expiration period, the PO is canceled.
  • Approvers can add notes or comments as part of the approval process.

FAQ

What happens if an Unapproved PO isn’t approved in time?

It expires and is automatically canceled. No order is sent to the supplier.

Can I change items in an Unapproved PO?

Yes. Items can be adjusted while the PO is pending approval.

Who gets notified when an Unapproved PO is created?

Approvers set in the Approval Process will be notified.

Can I resend approval requests?

Yes. Approval requests can be resent if an approver did not respond.

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