Once a PR has been raised, it must pass through each level in the approvals route before a Purchase Order (“PO”) can be generated. The approvals route is fixed in the PR template, and only the Administrator can change it.
A sample approvals process is as follows:
Level 1 Fei Fei
Level 2 Eddie OR Wani OR Indra
Level 3 Cecilia AND Aaron
The approval can be configured for multiple levels by adding or removing levels. Each level can have more than one approver and each level is either ‘All’ (e.g. Level 3 above) or ‘Any’ (e.g. Level 2 above).
The approval process is in sequential.
Level 1: Fei Fei is the only approval, without her approval, the approval process will not be escalated to level 2.
Level 2: Any one of the approver in level two can approve and escalated to level 3. For instance, once Eddie approved, the event will be disappear from Wani and Indra list. However, Wani and Indra are still able to search and view the event, but the approval rights will be restricted.
Level 3: Both Cecilia and Aaron need to approve and it does not matter who to approve first.
All approvers can either approve or reject the event. Besides that, approvers are able to provide remarks for the action he/she takes. These remarks are visible to all current and previous approval level.
If there is any rejection in the approval, the approval process will end immediately and the event will reappear in the Draft list. The creator can amend it accordingly and resubmit it for approval.
Steps to approve a Purchase Request
Required access right: Any buyer user who is appointed as an approver for that particular Purchase Request.
- At the navigation menu, select Dashboard
- Scroll down to ‘PR Awaiting Approval’ section
- Select a PR by clicking the Action button
- Review the Purchase Request page
- Scroll down the Purchase Request page to the Approval Route and Comments sections
- Key in your remarks and click on Approve
The Purchase Order is auto generated once the approval process is completed and approved by all levels. This PO will then available for all team members to download.
To download the PO, you can either select it from the PO list from the navigation bar or to locate it with the search bar.
You are able to cancel a PR only in the draft mode