If the request value is within your request limit, you no longer need to self-approve the one quote you wish to go ahead with. The request will automatically go from Submitted to Open.
If there are multiple quotes, you must select a preferred quote for this to be auto-approved. If the quote selected (or the single quote) is above your limit or contains categories that are set up for “Must approve” within advanced admin approvals, then this will follow the usual approval workflow.
If both quotes are within your limit but you have not selected a preferred item – this will go for further approval
The below message will display if no preferred quote has been selected when submitting the request
If the request value is above your limit, the request will require approval.
If the request is not approved, its status will be Closed. You will see a new comment in the New Comments section on your dashboard (homepage), letting you know that your purchase request has not been approved. You can go back to the request, edit it, and resubmit it if necessary.
If the request has been approved, its status will change from Submitted to Open. You will also see a new comment in the New Comments section on your dashboard (homepage), letting you know that your purchase request has been approved.
Approving or Rejecting a Request via the Approvals Page
Click on the approvals tab and scroll down to the 'Purchase Requests requiring your approval' section.
Select the Purchase Request you want to Approve or Reject
The system will take you to the request where you can see all the details and approve the quote or reject the entire request.
When you Approve or Reject a Purchase Request you can also leave a comment as to why via the comment box at the end of the line. The comment needs to be a minimum of 3 characters and is a free text box to write any information needed.
Approving or Rejecting a Purchase Request will leave an automatic audit trail in the system under the comments box symbol. This allows for full visibility on who has looked and approved or rejected the request.
5. If you have an approval flow in place for requests, any approved Purchase request that is above your approval limit will go to the next user in the chain to also either approve or reject the purchase request.
6. The request if Approved will now move its status to Open, waiting for an Invoice to be received. You can also generate a purchase order when a Purchase Request is in an Open status
How to Approve a Request
Approving or Rejecting a Request via the Requests Page
Click on the Requests page tab and scroll down to 'Submitted Requests'
Select the Purchase Request you want to Approve or Reject
The system will take you to the request where you can see all the details and approve the quote or reject the entire request.
When you Approve or Reject a Purchase Request you can also leave a comment as to why via the comment box at the end of the line. The comment needs to be a minimum of 3 characters and is a free text box to write any information needed.
Approving or Rejecting a Purchase Request will leave an automatic audit trail in the system under the comments box symbol. This allows for full visibility on who has looked and approved or rejected the request.
5. If you have an approval flow in place for requests, any approved Purchase request that is above your approval limit will go to the next user in the chain to also either approve or reject the purchase request.
6. The request if Approved will now move its status to Open, waiting for an Invoice to be received. You can also generate a purchase order when a Purchase Request is in an Open status
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information.