How to approve or reject a purchase order

What this does

When a team member submits a purchase order for approval, it lands with the assigned approver. You can review the details and either approve the PO so it can proceed, or reject it with a reason so the requester can revise and resubmit.

When to use it

Use this whenever you have submitted purchase orders waiting for your review. If a PO is not actioned within 24 hours, it will be escalated automatically.

Step by step

1. Go to Purchases in the top navigation and select Purchase Orders.
2. Look for POs with a status of Submitted or check any approval notifications you have received.
3. Click on the PO to open it.
4. Review the supplier, expected date, and line items.
5. To approve, click Approve. The PO will move to approved status and can be sent to the supplier.
6. To reject, click Reject. You will be asked to provide a reason so the requester knows what needs changing.
7. Rejected POs return to the requester, who can edit and resubmit them.
8. If you do not action a submitted PO within 24 hours, it will be escalated to the next level of approval.