In WorkBook a Purchase Order approval process can be set up and is automated and done electronically.
Even if your company does not have a WorkBook purchase order approval process in place, you will still need to “approve the PO” to remove the watermark that says ‘Under Preparation’ on the PO and if system variable 636 is in place (see image below).
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, an automated purchase order approval process can be configured to send notifications to selected users for their approval.
However, irrespective of whether you have an approval workflow in place or not, WorkBook requires that all purchase orders be approved (this can be the same person who has raised the PO) prior to confirming the order with the supplier. This is because there are a number of system settings that control when and how purchase orders can be raised and settled.
The steps below are applicable to both scenarios and will either serve to approve the purchase order or trigger the approval workflow.
Refer to Purchase Orders > System Controls to see how system settings impact purchase order creation and approval.
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APPROVE A PURCHASE ORDER
When you have reviewed the purchase order, click the approve purchase order button (this
This will insert a number on the PO and remove it from under preparation status)
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, remove the “under preparation” watermark and update the status to “approved”
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Download the PDF and email the purchase order to supplier
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