Dynamic Purchase Order Approval Guide

This guide explains how to configure and use the dynamic, multi-level approval system for Purchase Orders.

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1. Configuration: Setting Up Approval Rules (Admin/Purchases Manager)

The first step is to define the **approval hierarchy** based on Purchase Order total amounts.

1. Navigate to Configuration: Go to the Purchases app ➡️ Configuration ➡️ Purchase Approval (or similar menu item).
2. Create a New Rule: Click Create.
3. Define Rule Parameters: Use the following fields to define which POs will follow this rule:
   • Name: Give the rule a clear name (e.g., "PO Approval up to $10,000").
   • From Amount / To Amount: Define the minimum and maximum total amount of a Purchase Order that this specific rule will apply to.
4. Define Approval Levels (Purchase Approval Line): Click Add a line to set up the sequence:
   • Level: Set a unique integer for the approval step (e.g., `1`, `2`, `3`). Approvals are processed in sequential order starting from the lowest level.
   • Approve Process By: Choose whether the approval is required by a specific User or a Group.
   • Users/Groups: Select the list of users or the specific group that must approve this level.
   • Repeat for all required levels.
5. Save: Click Save to activate the approval rule.

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2. Purchase Order Workflow (Purchaser)

When creating a Purchase Order (PO):

1. Create the PO as normal, filling in the vendor, products, and quantities.
2. Once the PO is ready and saved, its total amount will determine which approval rule (if any) is applicable.
3. Instead of the standard `Confirm Order` button, the user will see Send for Approval.
4. Click Send for Approval. The PO status changes to `Waiting for Approval`, and the approvers designated for Level 1 will receive a notification.

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3. Approval / Rejection Process (Approver)

1. The approver receives a notification or navigates directly to the PO.
2. On the PO, the approver will see the **Next Approval Level** indicator and the names of the required users/groups.

A. To Approve:

• Click the Approve button.
• The approval is logged in the Approval Information tab.
• If this was the final level, the PO status changes to `Purchase Order` (Confirmed).
• If there are more levels, the PO remains `Waiting for Approval` and automatically moves to the next level's approvers.

B. To Reject:

• Click the Reject button.
• A Rejection Reason Wizard pop-up will appear.
• Enter the **mandatory reason** for the rejection.
• Click Confirm.
• The PO status changes to `Reject`, and the reason/date/user are permanently recorded.

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