After POs have been approved, they will land in your Approved Tab, where you can move on to ordering; not to be confused with the POs Approval Tab or Bills Approvals Tab.
Approved POs
The Approved tab is where users with PO Permission: Order will be able to see all the authorised POs (or the POs assigned to their department if you have this setting turned on) that are now ready to be ordered.
From the Approved tab, you can:
Leave notes and view activity history under Activity > Notes / Activity.
Click Approvals to send the PO back to the Approval tab for edits or re-approval.
Click Trash to delete the PO. This action will permanently remove the PO from the system, so ensure that deletion is the desired action before using it.
Click Order Now to move the PO to the next tab - Ordered.
Click the paperclip icon to attach any supporting documents to the PO.
Select the side arrow to show or hide your PO's image.
Click on PO to copy the PO and enter new information into a duplicate.
⚠️ Important: When a PO is in the Approved tab, its details are locked down, ready for ordering, so no changes are allowed at this stage. You will need to send the PO back to Approval to make edits and have it approved again.
Edit Approved POs
If you need to make changes to a PO that has already been approved, follow these steps:
Navigate to the approved PO you wish to edit.
Use the Approvals button to send the PO back to the Approval stage.
Once the PO is in the Approval stage, make the necessary edits.
After completing the edits, proceed to re-approve the PO to finalise the changes.
This workflow ensures that all changes are properly tracked and approved before the PO is finalized again.
Tutorial Video: PO Approved tab
Check out this video on navigating the Approved Tab to ordering.
Email supplier when ordered
When the "Email supplier when ordered" checkbox is ticked, you will receive a pop-up to continue the ordering process.
Here you can customise the email sent to the supplier, mark it as urgent or opt in for a notification. Click Send now to complete the ordering process, and the PO will transition to the Ordered tab.
The 'Email supplier when ordered' checkbox can be modified at any time before the PO is ordered. Even if the PO is in the approval process, you can untick the checkbox to prevent an automatic email from being sent to the supplier. If you did not click on Email supplier when ordering, you can send this item back to Approvals to tick the checkbox if required.
🤓 Tip: If you need to include more than one recipient, use a semi-colon (;) to seperate each email address in the CC field, e.g., [email protected]; [email protected]
When creating a new PO by copying an existing one, the new PO inherits the settings of the original PO. If the source PO had the 'Email supplier when ordered' checkbox ticked, the copied PO will also have it ticked. This behavior occurs even if the company default for this setting is turned off. As a result, emails may be sent to suppliers unintentionally if the checkbox is not reviewed and adjusted before ordering.
Image of Purchase Order
When you have Panel 3 expanded, you will then have the standard Panel 3 options such as:
View full screen
Download the document
Pint the document
Zoom in/out
Rotate right/left
Don't forget you can customise the columns you are seeing in Panel 1 and the headers of the line item details in Panel 2 via the three dot settings.
Once your approvers have approved their POs, you can move on to the next article to walk you through the Ordered Tab.