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How to Approve a Purchase Order

  • Updated

Approve or decline a Purchase Order in Weel, based on your organisation's approval rules, as covered in What are Purchase Orders?.

Before you start

  • Only employees assigned as Budget owner for the relevant budget can approve a PO. Check who's assigned under Approval Rules > Purchase order rules. If more than one budget owner is assigned, all of them get the approval task, but only one needs to approve for the PO to move forward.
  • Purchase Orders currently use the default approval rule only. The Purchase order rules section in Approval Rules is read-only, so you can't add a second rule yet. Custom approval flows, such as multi-step approval or different approvers by amount or team, are planned for a future release.

Steps

  1. Go to Approvals.
  2. Open the Purchase Order with the Pending your approval status.
  3. Review the details.
  4. Select Approve or Decline.
    • Purchase Orders only support Approve or Decline; there's no request-changes option like Bill, Reimbursement, and Card Transaction approvals have. If changes are needed, decline the PO and ask for it to be resubmitted.

What happens next

Once approved, the PO's status changes to Approved and it can be linked to a bill, reimbursement, or card payment; you can view the approval details anytime from the Purchase Orders dashboard.

  • If declined, the PO's status changes to Declined and moves to the Archived tab (that's just the tab name; declined POs don't have a separate status behind the scenes).

  • If changes are required, the PO must be declined and resubmitted.

The default approval rule for Purchase Orders is to require approval from any of the assigned Budget owners. In this case, if one or more people are assigned as Budget owner to that Budget, the required approval will trigger to each person.

Purchase Orders currently uses the default approval rules only. Custom approval flows (such as multi-step approvals or different approvers by amount or team) are planned for a future release.

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