In WorkBook, 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. Once “approve the PO” has been clicked the status of the purchase order will update to status 40 ‘approved’ and the ‘under preparation’ watermark will be removed from the PO.
Refer to Variables > Purchase Orders to see how system settings impact purchase order creation and approval.
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).
APPROVE A PURCHASE ORDER
When you have reviewed the purchase order, click the approve purchase order button (this will insert a number on the PO and remove it from under preparation status)
Download the PDF and email the purchase order to supplier