1. 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 where the approver can accept or reject
The Approver does not have to be a system user
2 types – Budgetary and Non Budgetary

2. 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

3. 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

4. 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

5. 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.

6. 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