How do I approve/decline a Pending Purchase Order?

Edit and View Purchase Order access is required. Only Approvers of current Budget may update Pending Purchase Orders. You will not have the option of approving POs for Disconnected Suppliers.

Step 1

Navigate to Dashboard, select Purchase Orders on the Side Navigation Menu.

Click Edit.

Foreign currencies are automatically converted to the home currency using the daily exchange rate. The Order Total will be shown converted to the home currency until the Order is confirmed.

The Basic and Advance Budget will need to approve this Order with an equivalent order total of $43,119.20. Approvers for Basic approves first, and then approvers for Advance.

These Budgets are used for illustrated purposes only. Your Account may have more or less Budget approvals.

Step 2 - Basic Budget Approval

The Approvals card shows the current approval status. The Purchase Order is restricted during the approval process. Only Approvers of the current Budget may update, approve, or decline the Order.

Step 2 (Option 1) - Update Order

There are many occasions when Order details change. Only Approvers of the current Budget may make changes. After updating, click Save.

Step 2 (Option 2) - Decline Order

Decline the Order and you may leave a note for record keeping. The Purchase Order status will update to Void and the approval process stops.

Step 2 (Option 3) - Approve Order

Approve the Order and the next Budget will be notified. If there are no additional Budgets for approval, this PO will be sent to the Supplier.

Step 2 - Advance Budget Approval

The Approvals card will show the next Budget set for approval.

Only Gerald or Kade have access to update, approve, or decline this PO. For this example, we will approve and click Approve.

The Approvals card updates and PO status updates. An Order notification email will be sent to the Supplier.

The Supplier will have the opportunity to review and make any necessary updates, accept, or deny this Order. All updates will not be visible until the Supplier finalizes and accepts this Order.

Learn more about what the Supplier's doing next:

How do I update a Pending Sales Order?