Table of Contents

Supplier Purchase Order Approval Process

Also known as: PO Approval Chains, PO Approval Tab, Supplier Approvals

The PO Approval Process Tab inside a supplier record allows you to set up a chain of approvers before purchase orders are sent. This creates checks and balances, ensuring large or sensitive orders are reviewed.

Why Use PO Approval Process?

  • Adds oversight to supplier orders.
  • Allows setting dollar limits for each approver.
  • Supports a chain of approvals (e.g., Champion → Supervisor → Owner → Accounting).
  • Final approver is responsible for sending the PO to the supplier.

Important: The PO Approval Process workflow applies to Approved POs. It prevents a PO from being considered fully approved (ready to send) until all approvers in the chain have signed off.
This is different from unchecking the Approved box when creating a PO, which creates a draft PO. Draft POs are not part of the approval workflow.

Setting Up the Approval Process

  1. Navigate to the Suppliers module from the Dashboard.
  2. Select the supplier you want to configure.
  3. Open the PO Approval Process Tab.
  4. Add approvers and assign approval amounts (see below).
  5. Save the supplier record.

Selecting Approvers

  • Click Select user here to add an approver.
  • Choose from the list of approved individuals at your site.
  • Only users with backend access will appear in this list.

Approval Amounts

Each approver must have an approval threshold:

  • $0 → All POs go through this approver.
  • $X (any dollar amount) → Only POs greater than that amount require approval.

Example: If set at $200, this approver only reviews POs above $200. POs under $200 are auto-approved.

Editing Approvers

  • Approvers can be reordered or updated anytime.
  • To edit, click the approver’s name and enter a new dollar threshold.
  • Save changes to update the approval chain.

Notifications

  • Approvers receive an email when a PO requires their review.
  • The email preview shows the PO details and highlights that it is “awaiting approval.”
  • Clicking the PO number in the email opens FTS to review, revise, and approve.

Reviewing and Approving POs

  • Black Line Item = Approved & sent to supplier.
  • Red Line Item = Not approved, PO will not be processed until approved.
  • Approvers can:
    • Edit item quantities.
    • Cancel line items.
    • Adjust Min/Max settings if needed.

Each approver clicks Save to pass the PO to the next approver.

Final Approval

  • The last approver finalizes the PO.
  • They enter the supplier’s email address and send it off.
  • The PO is now active and marked approved.
  • Any changes can be viewed in View Audits.

FAQ

What happens if no approval process is set for a supplier?

POs are sent directly without requiring approval.

Can I have multiple approvers?

Yes. You can configure a chain of approvers in sequence.

What does the $0 threshold mean?

It means all POs for that supplier must go through this approver.

Who sends the PO to the supplier?

The final approver in the chain.

Where can I see who still needs to approve?

Click PO Process Active on the PO to see the list of approvers and their progress.

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