Approve purchase orders

A purchase order that has been submitted waits as Awaiting approval until an owner or admin approves or rejects it.

Who can do this

• Only owners and admins can approve, reject or close a purchase order.
• An admin cannot approve an order they raised or submitted themselves. Someone else has to approve it. An owner can approve their own.
• Members and viewers cannot approve. In the demo workspace nothing can be changed.

Steps

Approve or reject an order

1. Open Purchase Orders under Purchases in the Finance menu. The Awaiting approval card shows how many are waiting.
2. Find the order. You can choose Awaiting approval in the status list.
3. Open the row's menu and choose Approve or Reject. The card shows the order's lines and total.
4. To approve, click Approve. Once approved, deliveries can be recorded and bills raised against it.
5. To reject, type the Reason and click Reject. The order goes back to draft.

Close an approved order

1. Open the row's menu on an approved order and choose Close order.
2. Confirm with Close order. Use this once the order is fully dealt with. A closed order cannot be changed or reopened.

Common problems

• "You raised or submitted this purchase order, so someone else has to approve it." Ask another owner or admin.
• "Say why the order is rejected." A rejection needs a reason.
• "Only an owner or admin can do that to a purchase order." You are a member.

Related

• Purchase orders
• Who can do what in Finance