Set Up Approval Workflows for Purchase Orders 

 Why Set Up Approval Workflows for Purchase Orders? 

Approval workflows for purchase orders help review and approve spending, preventing unauthorised purchases and overspending. They enhance accountability, enforce company policies, and ensure a structured and controlled procurement process. 

How to Set Up Approval Workflows for Purchase Orders? 

Pre-requisites 

Here are the prerequisites you need to complete before setting up approval workflows for purchase orders: 

1. Set up Approval Users 
2. Set up Workflow User Groups 
3. Set up Notifications for approval users.  
4. Set up Approval Workflows 

Here are the steps to set up approval workflows for purchase orders: 

1. Search for Workflows on the top right-hand corner of the page. Select the related link and the page displays.  
2. Select New Workflow from Template to set up a new workflow. The Workflow Template list displays.
    
   1. Select Purchase Order Approval Workflow from the list of available templates.  
   2. Select OK to open the workflow editor.  
   3. Update the workflow details: 
      
      1. Code and Description: Update your workflow template name and assign a relevant category. 
          
         Note: You can set conditions, add approval steps, configure notifications and define actions on approval or rejection in the Workflow page.  
      2. On the first row of the workflow, in which the approval of a purchase document is requested, select (+) Add record restriction. The respective workflow responses page displays.  
         
      3. Approver Type: This user is notified first about approval requests. A Salesperson or a Purchaser, Approver or Workflow User Group can be notified about approval requests.  
         
         Note: When you select Approver as the Approver Type, you’ll need to update the Approver Limit Type field. There are four types of approver limits for routing approval requests: 
         1. Approver Chain: Sends the request up the approval hierarchy step by step until it reaches the final approver. 
         2. Direct Approver: Sends the request only to the assigned approver without involving anyone else. 
         3. First Qualified Approver: Sends the request to the first person in the hierarchy who has enough approval authority. 
         4. Specific Approver: Sends the request directly to a selected approver, ignoring the hierarchy. 
            
            Note: When a Specific Approver is selected, you’ll need to update the Approver ID field.  
         Note: When you select Workflow User Group as the Approver Type, a new field requests you to update the Workflow User Group Code. Select the drop-down button to update the description. 
         
         Note: Find out how to set up workflow user groups.  
      4. Select OK to save your changes. The page closes.  
      5. Select the third row so you can update the Approver Type for the purchase order approver workflow. Update the following fields: 
   4. Select the Enabled field to activate the approval workflow.  
3. You’ve set up approval workflows for purchase orders.  

 

What’s next? 

Find out how to approve requests as the approver.  

 

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