| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Purchase (purchase)
• Invoicing (account) • Discuss (mail) |
| Lines of code | 689 |
| Technical Name |
odoo_purchase_order_approval |
| License | AGPL-3 |
| Website | https://projects21.ai/ |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Purchase (purchase)
• Invoicing (account) • Discuss (mail) |
| Lines of code | 689 |
| Technical Name |
odoo_purchase_order_approval |
| License | AGPL-3 |
| Website | https://projects21.ai/ |
Purchase Order Approval - Policy Based Multi-Level Workflow
Configure approval policies by designation and spend limit, then let Odoo automatically route Purchase Orders to the right approver before confirmation.
Module Overview
Summary
This module adds a flexible, designation-driven approval layer on top of standard Odoo Purchase Orders. You can define organization designations (PM, CFO, CEO, etc.), map them to Odoo users, and configure PO approval policies based on spend head, sub-head, amount thresholds and operators.
When a Purchase Order is raised and categorized, the system automatically determines the right approver(s) according to the policy and moves the PO into a dedicated To Approve stage. Approvers are notified and can validate the PO directly from their Odoo interface (or via email link), after which the normal Odoo purchasing workflow continues unchanged.
Where this module fits best
- Organizations that need multi-level approval based on PO amount.
- Companies separating departmental spend heads (e.g. Office Expense, IT).
- Clear mapping between designations and approval limits.
- Audit-friendly approval trail without custom workflows.
Functional Flow
How It Works
Setup Once - Use on Every Purchase Order
Maintain your organizational roles (CEO, PM, CFO, etc.) in the Designations menu under the Purchase Order Approval app.
Link Odoo users with the relevant designation in the Users Designation configuration. This mapping is independent from Odoo security groups.
For each Spend Head (e.g. Office Expense) define Sub-heads (e.g. Office Rent) and configure approval rules: approver designation, spend amount and comparison operator (<, ≤, >, ≥).
On the Purchase Order, select Spend Head and Sub-head. Based on the PO total amount and policy rules, the module automatically picks the correct approver.
Confirming the RFQ moves it into a To Approve status and notifies the approver. Once approved, the PO continues using the standard Odoo purchasing flow (no workflow override).
What You Gain
- Centralized approval matrix for all PO amounts and categories.
- Auto-selection of approvers - no manual guesswork on who approves.
- Email notification with direct link to the Purchase Order.
- Clear approval audit trail inside PO chatter.
- No impact on standard PO confirmation, reception and invoicing flow.
Core Configuration Objects
Master Data
Designations
Maintain a simple list of company designations such as PM, CFO, CEO. These are later used both in user mapping and in approval rules.
- Unlimited number of designations.
- Fully configurable from the Purchase Order Approval menu.
User to Designation Mapping
Assign one designation to each Odoo user that can act as an approver. This mapping is independent from user access rights and only used for approval logic.
- One user can represent a designation like PM or CFO.
- Easy to change when people switch roles.
PO Approval Policies
Define how Purchase Orders must be approved based on Spend Head, Sub-head, and amount.
- Configure one or more amount lines per sub-head.
- Operators: <, ≤, >, ≥ linked with spend amount.
- Select approver by designation for each rule.
Screenshots
User Interface
1. Designation List View
Designations configuration - maintain your own approval roles (CEO, PM, CFO, etc.).
2. User Designation Mapping
Users Designation mapping - link Odoo users with the appropriate designation.
3. PO Approval Policy
PO Approval Policy - define spend heads (e.g. Office Expense) that drive approval.
4. Approval Lines for Sub Head
Sub-head approval matrix - set approver designation, amount threshold and operator.
5. Purchase Order with Approval Section and Email
Purchase Order with Approval Section and automatic email notification to the approver.
6. PO in To Approve Stage
PO in To Approve stage - only the configured approver can approve the order.
Technical Notes
For Admins
Workflow and Security
- Does not modify the core Odoo Purchase workflow.
- Approval layer is added between RFQ confirmation and PO completion.
- Only users mapped as approvers can approve POs assigned to their designation.
- All actions are logged in the PO chatter for audit transparency.
Deployment and Setup
- Install the module and activate the Purchase application.
- Go to Purchase Order Approval > Configurations to:
- Define Designations.
- Map Users to Designations.
- Configure PO Approval Policies (Spend Head, Sub-head, amounts and operators).
- Start creating Purchase Orders and enjoy controlled, policy-driven approvals.
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