PO Approval Rule

Overview

The PO Approval Rule module allows users to define approval workflows for Purchase Orders based on configurable criteria such as purchase amount, vendor type, vendor, system user, and approver. These rules ensure that Purchase Orders meeting specific conditions are routed to the appropriate users or user groups for approval before they can proceed further in the procurement process.

Users can also configure notification preferences so that approvers receive system notifications and/or email alerts whenever a Purchase Order requires approval.

To access the PO Approval Rule module, go to Menu → Admin → PO Approval Rule.

PO Approval Rule Fields

Section	Field	Description
PO Approval Rule	Rule Name	Enter a unique name for the approval rule to help identify its purpose.
PO Approval Rule	From Amount	Specifies the minimum Purchase Order amount for which this approval rule becomes applicable.
PO Approval Rule	To Amount	Specifies the maximum Purchase Order amount covered by this approval rule.
PO Approval Rule	Vendor Type	Defines whether the approval rule applies to a specific Vendor, Vendor Group, or all vendors (Any).
PO Approval Rule	Vendor	Select the Vendor or Vendor Group for which the approval rule should apply. This field is enabled based on the selected Vendor Type.
PO Approval Rule	System User	Select one or more system users to limit the approval rule to Purchase Orders whose Created Source matches the selected users. If no system users are selected, the rule applies to Purchase Orders created by all system users.
Notification & E-mail	Send Notification	When enabled, the system sends an in-application notification to the configured approver whenever a Purchase Order matching the rule is submitted for approval.
Notification & E-mail	Send E-mail	When enabled, the system sends an email notification to the configured approver whenever a Purchase Order matching the rule is submitted for approval.
Approvers	User Type	Specifies whether the approver is an individual User or a User Group.
Approvers	User	Select the User or User Group responsible for approving Purchase Orders that satisfy this approval rule. The available values depend on the selected User Type.

Header Level Option

The following option is available under the Options menu in the top-right corner of the PO Approval Rule module.

• Delete: Removes the current PO Approval Rule from the system. Once deleted, the rule will no longer participate in the Purchase Order approval workflow.