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.
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.
Here you can do a number of things including:
Leave notes and view activity history under "Activity > Notes / Activity"
Send it back to Approval if for any reason you aren't ready to push it forward and need to send it backwards in the process
Trash the PO
Click on Order Now which will transition the PO to the next tab - Ordered
Attach any supporting documents via the Paperclip function
Select the side arrow and expand/collapse to present/hide your PO image as required
Copy the PO and enter the information into a new PO
⚠️ Important: At this point, the details are locked down, ready for ordering, so no changes are allowed at this stage. If you need to edit or update for any reason, you will need to send the PO back to Approval in order to make any edits and have it approved 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.