Many organizations operate with internal financial approval workflows that require one or more Purchase Orders (POs) before committing to spend. This article explains how to align your internal approval process with the Dots ordering flow, to avoid delays, pricing issues, or unintended charges.
Recommended Workflow
Step 1: Submit an Order Request
Start by submitting an order request on the platform for the items or services you need.
This allows you to:
Validate pricing
Check availability and lead times
Use an official document for internal review and approvals
Step 2: Download the Order Quote and Submit for Internal PO Approval
Once the quote is available in Dots:
Download the Price Quotation (PQ).
Submit the PQ internally according to your company’s approval process.
Obtain an approved internal Purchase Order (PO).
This step ensures that your internal stakeholders review and approve the exact pricing, quantities, and scope before any commitment is made in Dots.
Step 3: Approve the Order in Dots (Only After PO Approval)
After your internal PO has been fully approved, return to Dots and approve the order.
⚠️ Order Approval = Binding Commitment
Once an order is approved in Dots, it is treated as a confirmed customer commitment.
Even if your internal PO approval is later delayed, rejected, or canceled, Dots cannot take responsibility for internal approval issues.
Billing will proceed based on the approved order in Dots.
Quote Validity
Most quotes in Dots are valid for up to 7 days.
After this period, the quote may require:
Price revalidation
Stock and availability checks
Issuance of a revised quote
Note: To avoid rework, ensure internal approvals are completed within the quote validity window
Common Pitfalls to Avoid
❌ Approving orders in Dots before receiving internal PO approval
❌ Assuming Dots approval is “conditional” on later PO confirmation