PO Approval Process

 

By default, all purchase orders are grouped under POs pending approval. The PO has to be approved by the PO approve manager and then sent to the vendor to receive the items.

The PO approval process is initiated with a request for approval sent to the concerned authority and depending on the decision taken by the approve manager to approve or reject the PO, the other operations can be performed on the PO.

 

 

Submit for Approval

 

To submit PO for approval,

  1. From the list of POs, click the PO # of the PO that you wish to submit for approval.

  2. Click Actions tab -> select Submit for Approval option. The Submit for Approval form pops up.

  3. Enable Send mail notification check box. The To and Subject fields drops down.

  4. Enter the To Email ID. The Cc field displays the Email ID of the logged in user. If needed you can modify the subject content manually, else you can change the same from the Notification Rules email template.

  5. Type in the message text for mail notification in the Description field.

  6. Click Send to send the mail.

The mail notification is sent to the person who was addressed in the To field of the notification. The mail contains the link to the specific PO which needs approval. On clicking the link, it leads you to the login screen, where on providing the proper credentials, the PO awaiting approval opens.

 

 

Approve/ Reject PO

 

Once a PO is submitted for approval, a mail notification is sent to the concerned authority requesting the approval for the PO along with the link to the PO.

  1. Click the link to open the PO.

  2. Log in to FacilitiesDesk application using your user name and password. The PO is displayed.

  3. To approve the PO, click Approve this PO link from the tasks block. The Approve this PO dialog pops up where you can enter your comments in the Description field and click Save. If you wish to send a mail notification, then select the check box Send mail notification, available just below the PO # that is displayed and enter the To address in the field provided.

  4. If you wish to reject the PO, then click Reject this PO link from the tasks block. The Reject this PO dialog pops up where you can enter your comments in the Description field and click Save. If you wish to send a mail notification, then select the check box Send mail notification, available just below the PO # that is displayed and enter the To address in the field provided.

The POs that have been approved will be grouped under the Approved POs state while all the POs that have been rejected will be moved to Rejected POs status. From the Rejected POs state, you can either delete the PO completely from the system or reopen it for approval once again. You can also edit the POs that are in the rejected status.

FacilitiesDesk - Integrated Facilities Management Software

Copyright © 2008, ZOHO Corp. All Rights Reserved.
ManageEngine