Approve Purchase Orders

The workflow to Approve Purchase Orders.

Introduction

Purchase Order requires Approval

Approving Purchase Orders


Introduction

When there are Purchase Orders for a User to approve, that User will receive a notification on their phone.

Alternatively, the User can go to the Lentune system, and in Invoice Automation > Purchase Orders, search by ticking the field My awaiting approvals.

To read about setting up a User to be able to approve Purchase Orders, click Setting up to Approve Purchase Orders.

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Purchase Order requires Approval

As the User creating a Purchase Order, when you email the Purchase Order, if it requires approval from another User, the Purchase Order will not be emailed yet.

You will see this warning message:

Warning: This PO requires approval. It will be automatically send to the supplier once approved.

  • Click OK.


This will go in the Approvers queue to be reviewed and approved or rejected.

 

Approved Purchase Order

When the appropriate User approves the Purchase Order, it will be sent out, as long as you have selected the email address for the Supplier while you raised the Purchase Order.

 

Rejected Purchase Order

If your Purchase Order is rejected, then you will receive an email to tell you that it has been rejected. You can then update it and re-save it.

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Approving Purchase Orders

As the User approving Purchase Orders, you will be notified that there are Purchase Orders awaiting your approval.

You can approve Purchase Orders on your mobile phone or in the Lentune desktop.

On the desktop screen:

  • Go to Invoice Automation > Purchase Orders.
  • Tick the field My awaiting approvals.
  • Click Search.

    This will then display all Purchase Orders for this User to check and approve.

    Note: Purchase Orders that a User has created will be automatically approved if they are below their Personal Limit as set up in the Access Personna for approving Purchase Orders. Refer to Access Personnas for Purchase Order approval to read about this.

     

     

    • Double click on the first Purchase Order to approve.

    On the right hand side of the screen, the Status will show as Awaiting Approval.

    The total of the Purchase Order will be shown in the lower part of the screen.

    • To view individual lines of the Purchase Order, double click any line.

    • Click the arrow to the right of the Approve / Reject button, and select Approve or Reject.

     

    Approved Purchase Order

    This will now be emailed to the Supplier, as long as the User who raised the Purchase Order has selected their email address in the Purchase Order.

     

    Rejected Purchase Order

    If the Purchase Order is rejected, the User who raised it will receive an email to notify them.

     

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    Last updated: 8 September 2022