What do I need to keep in mind? Workflow Approval Overview   What do I need to keep in mind? Use ‘Re-Submit for Approval’ to re-submit the invoice for approval Click Refresh Grid or login again to check if PO has been approved Default approver will be set per limit or cost centre / dept / analysis code but can be changed to different approver with a higher level of authorization on input Workflow Approval Overview Workflow Approval Is used so Purchase Orders can be approved The approval is via approvers external email where the approver can accept or reject The Approver does not have to be a system user 2 types – Budgetary and Non Budgetary  

What do I need to keep in mind? Workflow Approval Overview - Suppliers   What do I need to keep in mind? Use ‘Re-Submit for Approval’ to re-submit the invoice for approval Click Refresh Grid or login again to check if PO has been approved Default approver will be set per limit or cost centre / dept / analysis code but can be changed to different approver with a higher level of authorization on input Workflow Approval Overview - Suppliers Workflow Approval - Supplier account Supplier accounts > Account settings tab Purchase Ordering section Here you can enforce that PO’s must be raised for each supplier You can also exclude the Supplier from Approval and set a default approver The approver will be defaulted automatically from the analysis code / dept / cost centre if in budget method or by value if in Supplier based method  

Workflow Approval Overview - Suppliers   Workflow Approval Overview - Suppliers What do I need to keep in mind? Each cost centre / dept / analysis code needs approvers if budget method You can overwrite the approver to an approver of a higher value if the default approver is sick or on leave or unavailable Workflow Approval - Approver setup When Approver setup is is enabled the Approver setup tab appears Setup each new approver with the limit as required for Supplier based method For the budget method setup each Dept /analysis code / cost centre to 1 or more approver  

Workflow Approval – The Purchase Order Listing screen   Workflow Approval – The Purchase Order Listing screen What do I need to keep in mind? Use the Actions > ‘Re-Submit for Approval’ to re-submit the invoice for approval Click Refresh Grid or login again to check if PO has been approved To see the Purchase Orders, select Purchases > Purchase Orders > New Order. Shows all PO’s entered over time From the current filter select the view you wish Search by entering into any of the column headers  

How to create a Purchase Order with Workflow Approval   How to create a Purchase Order with Workflow Approval What do I need to keep in mind? Use ‘Re-Submit for Approval’ to re-submit the invoice to a different (higher value) approver 1 Order No: Enter order number if auto order numbering turned off. Otherwise leave blank. 2 Supplier: Enter the account code or click on the drop down to select a supplier ( vendor) from a list. 3 Order Date: Defaults to current date. Type in order date if different. 4. Ext Ref: Enter an external reference. 5. Expected Del Date: Defaults to current date. Can be changed as required 6. Requestor: This is the person who asked for the order and is not the actual approver. This field can be used to track who is the originator of PO’s 6. Item: Enter the product/service code or click in the ellipsis to select a product/service from a list. 7. Description: Default description of the product/service. This can be edited. 8. Purchase GL Acc. No: Default Purchase GL code (can be changed) 9. Project Code / Dept / Cost Centre: Enter a project code or click in the ellipsis to select from a list. 10. Inv Qty: Enter the quantity of product/service to be ordered. 11. Unit Price: Enter unit price of product/service. 12. VAT ( Tax): Select the appropriate VAT( Tax) from the list. 13. Disc. Rate: Enter a discount rate 14. Disc. Amount: Automatically populated after entering a discount rate. 15. Line Note: Enter a line note if needed. 16. Save: Click Save to Save your order as a reserved Order. Click Save and print to also print your Order.  

Workflow Approval – The Purchase Order Listing screen   Workflow Approval – The Purchase Order Listing screen What do I need to keep in mind? Only Approved PO’s will be available for Delivery You can deliver & Invoice in multiple quantities if required The remaining quantities will stay on the PO awaiting delivery Now you can see the PO Listing screen to see the PO’s and what has been approved Until the Order has been has you will not be able to Receive (GRN) any items If the order you want has been approved the ‘Receive’ button is available and you will be able to click on this to deliver your goods