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Select approver on the Add/Edit PO form

Select Approvers on Purchase Order Form

Purpose

The Select Approvers on Purchase Order Form feature allows users to choose approvers directly when creating or editing a Purchase Order, without relying solely on predefined approval workflows configured in Approval Settings.

This provides flexibility for organizations that require different approvers for different Purchase Orders.

Enable the Feature

Step 1

Navigate to:

Purchase → Settings → Purchase Options

Step 2

Enable:

Can Select Approvers on Purchase Order Form

Step 3

Click Save.

The Purchase Order form will now display the Approver selection field.

Create Purchase Order with Approvers

Step 1

Navigate to:

Purchase → Purchase Orders

Step 2

Click New.

Step 3

Complete the Purchase Order information.

Step 4

Select one or more approvers in the Approver field.

Step 5

Click Save.

The Purchase Order is created with the selected approvers.

Submit Purchase Order for Approval

Step 1

Open the Purchase Order details.

Step 2

Click Send Approval Request.

The approval process begins according to the selected approvers and approval configuration.

Approval Behavior

Scenario 1: No Approver Selected on Purchase Order

When no approver is selected on the Purchase Order form and Send Approval Request is clicked:

Case A: Approval Process Exists

If a Purchase Order approval workflow exists in:

Purchase → Settings → Approval Settings

The Purchase Order follows the predefined approval workflow.

Result

  • Approval request is sent according to the configured workflow.

  • Purchase Order status changes according to the approval process.

Case B: No Approval Process Exists

If no Purchase Order approval workflow exists:

Result

The system displays:

"No matching process found"

The Purchase Order remains in:

Draft Status

No approval request is created.

Scenario 2: Multiple Approvers Selected on Purchase Order Form

When multiple approvers are selected directly on the Purchase Order form and no predefined Purchase Order approval workflow exists:

Result

Approvers approve the Purchase Order sequentially.

Example

Approver 1 → Approver 2 → Approver 3

Each approver must complete their approval step before the next approver receives the request.

Scenario 3: Multiple Approvers with One Person Approval Enabled

When:

  • Multiple approvers are selected on the Purchase Order form

  • The Purchase Order approval workflow has Only 1 Person Needs to Approve the Transaction enabled

Result

  • Approval requests are sent to all approvers.

  • Only one approver needs to approve.

  • The Purchase Order status changes immediately after the first approval.

Remaining approvers can no longer take action.

Scenario 4: Multiple Approvers with Sequential Approval

When:

  • Multiple approvers are selected on the Purchase Order form

  • Only 1 Person Needs to Approve the Transaction is disabled

Result

The approval process follows sequential approval.

Each approver must complete their approval step before the next approver can act.

Change Approvers

Purpose

Approvers can be modified before the approval process begins.

Edit Approvers

Step 1

Open the Purchase Order.

Step 2

Click Edit.

Step 3

Update the Approver field.

Step 4

Click Save.

Result

The approver list is updated.

Restriction

Approvers can only be changed:

Before clicking Send Approval Request

Once the approval request has been submitted:

  • Approvers cannot be modified.

  • The approval process must complete according to the existing configuration.

Approve Purchase Order

Step 1

Approver receives:

  • Web Notification

  • Email Notification

Step 2

Approver opens the approval request.

Step 3

Review the Purchase Order.

Step 4

Select:

  • Approve

  • Reject

Optional

If configured, the approver may:

  • Upload an electronic signature

  • Enter approval comments

Result

The Purchase Order status updates according to the approval decision.

Status Flow

Status Description
Draft Purchase Order has been created but not submitted for approval.
Pending Approval Approval request has been submitted.
Approved Purchase Order has been approved.
Rejected Purchase Order has been rejected.

Synchronization

Approver selection data is synchronized with:

  • Purchase Orders

  • Approval Workflows

  • User Permissions

  • Notifications

  • Electronic Signatures

  • Audit Logs

Permissions

Permission Description
Create Purchase Orders Allows users to create Purchase Orders.
Edit Purchase Orders Allows users to modify Purchase Orders.
Select Approvers Allows users to choose approvers on the Purchase Order form.
Send Approval Request Allows users to submit Purchase Orders for approval.
Approve Purchase Orders Allows users to approve Purchase Orders.
Reject Purchase Orders Allows users to reject Purchase Orders.

Important Notes

  • The Approver field is only available when Can Select Approvers on Purchase Order Form is enabled.

  • Purchase Orders can use either manually selected approvers or predefined approval workflows.

  • If no approver is selected, the system attempts to use the predefined approval workflow.

  • If no approval workflow exists, the system displays "No matching process found" and the Purchase Order remains in Draft status.

  • Multiple manually selected approvers follow sequential approval unless Only 1 Person Needs to Approve the Transaction is enabled.

  • Approvers can only be changed before the approval request is submitted.

  • Approval notifications are sent through both email and web notifications.

  • All approval activities are recorded in the audit trail.

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