Purchase order approvals

This feature allows Purchase Order Approvers to review and manage all purchase order requests for which they have been selected as the approver. Approvers can create, update, add files, and delete purchase order requests.

• The Purchase Order Approver provides initial approval for a purchase order.

• Final approval is granted by a Purchase Order Manager.

If your school does not have a designated Purchase Order Approver, a Purchase Order Manager will act as the default approver.

Create a purchase order request

1. Click the Add Purchase Order button.

2. Enter the required details.

Setup requirements

Before creating a purchase order, ensure the following are set up:

• Purchase order suppliers: See Setup purchase order suppliers.

• Purchase order budget groups: See Setup purchase order budget groups.

• Purchase order budget codes: See Setup purchase order budget codes.

Add an item to a purchase order

At least one item must be added to a purchase order.

1. Click the Add Item button to add a new row to the grid.

2. Enter the item details directly into each cell of the grid.

3. Click Save to finalise the purchase order.

Remove an item from a purchase order

1. Click Remove item icon button.

2. Confirm removal.

Filter and search purchase orders

1. Use the filter options in the top toolbar to set your desired criteria.

   • Date range: Specify a start and end date to filter results within a specific time period.

   • Search for: Enter text to include in search.

2. Click Search to apply the filters and display the results.

Manage purchase order search results

The grid displays your filtered purchase order results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Status indicators for purchase order requests

• Purchased

• Fully Approved

• Initial approval

• Pending approval

• Rejected

• Cancelled

Delete a purchase order

1. Click the Delete icon button.

2. Confirm the deletion..

Note: This action is permanent and cannot be undone.

Update a purchase order

Once a purchase order has been created, you can update its details and add information, such as files. Saving the purchase order unlocks additional functions. The form is organised into sections for capturing all necessary details

1. Click Edit icon button to open the purchase order form.

Actions in the purchase order form

Approve a purchase order request

1. Click the Edit icon button.

2. Click the Initial Approval button.

3. Confirm the action.

The status icon updates to indicate the purchase order has received initial approval.

Note:

• Purchase orders cannot be edited after approval.

• The Purchase Order Manager must provide final approval for the order to proceed.

Reject a purchase order request

1. Click the Edit icon button.

2. Click the Reject button.

3. Enter a rejection comment (optional).

4. Confirm the action

The status icon updates to indicate the purchase order has been rejected.

Note:

• Purchase orders cannot be edited after rejection.

Cancel a purchase order request

1. Click the Edit icon button.

2. Click the Cancel Order button.

3. Confirm the action.

   • Note: No changes can be made once the purchase order has been canceled.

Files section

Add a file to a purchase order

1. Click Edit icon button.

2. Click the Files section

3. Click Add File button.

4. Click Browse to select a file.

5. Add a description (required).

6. Click Upload.

Once uploaded:

• The file name will appear as a clickable link.

• A Remove button will also appear for managing the file.

Remove a file from a purchase order

1. Click the remove icon button.

2. Confirm file removal.