Ensure that certain users can't produce or send out Purchase Orders (POs) that exceed certain thresholds without approval from an admin user.
The thresholds that can be set are:
- Total value for a line item (i.e. one product x its quantity)
- Total PO value
Users can email an admin user from within the PO to request for approval.
Create the Limits
Configure -> Purchase Orders-> Internal Approvals Settings
Create a rule group and add the limits:
Apply the Limits to a Role
- Cog -> Manage User Accounts -> Manage Roles
- Create or select a role (system roles of User and Admin can't be edited)
- Set the PO approval to the limits
Users that are to be restricted should be set to use the role with these limits, in this example, the role is called 'Junior Sales' and the Approval setting for Purchase Orders is set to the 'Junior' limits previously set up.
Follow these steps to set up the approvals.
Working with Approvals
On clicking the 'Request Approval' button, the user can select someone with the appropriate permissions to approve this and email them directly from the system. All the admin users are listed in the receipts dropdown. The email has a link to the purchase order, which the manager can click on to check and approve quickly.
The request is logged in the Internal comments:
The request email can be configured by the sender with the default version here:
The approver will click on the link and be taken straight to the Purchase Order:
The originator can then be notified when it has been approved, or the approver can give the rejection reasons:
If rejected, the PO stays in that state, so it cannot be sent or downloaded until changed to fall within the permitted limits.
If approved, the originator can now send or download the PO.