Purpose Statement
This guide explains how authorized personnel review, manage, and approve purchase order requests submitted by department members. The approval process ensures fiscal responsibility, verifies budget availability, and maintains proper documentation for all procurement activities. Authorized approvers validate purchase requests, complete missing information, and authorize expenditures according to department policies and budget constraints.
Background Information
Purchase order approval is a critical step in the procurement workflow that maintains financial accountability and ensures proper use of department resources. Authorized personnel with approval permissions can review submitted requests, verify all required information is complete and accurate, and either approve or reject purchases based on budget availability, necessity, and compliance with department policies.
The approval process may involve single or multi-level authorization depending on the dollar amount, funding source, or item category. Approvers are responsible for ensuring all vendor, billing, and delivery information is correct before finalizing the purchase order for processing.
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Required Permissions
Users performing purchase order management and approval must have:
- Assets module access permissions
- Purchase order approval authority
- Vendor selection and modification rights
- Billing agency access for budget verification
- Full purchasing permissions to complete incomplete requests
Contact your system administrator if you have been designated as an approver but cannot access the approval functions described in this guide.
Step-by-Step Guide
Order Access & Initial Review
1. Navigate to Purchase Orders
Log into the platform.
Select Assets from the main navigation menu.
Click Purchase Orders from the left-side panel.
2. Locate and Open the Request
Search or scroll to locate the purchase order.
Confirm the status shows Submitted, Pending Approval, or similar.
Click the Edit (pencil icon) to open the order.
Order Information Verification
3. Verify Purchase Order Request Board
- Locate the Request Board or Purchase Order Board field
- Confirm the request is assigned to the correct board based on department, funding source, or workflow (e.g., Operations, Training, Maintenance, Grants)
Important Note:
The request board determines approval routing, budget alignment, and reporting categorization. Incorrect board selection can lead to misrouted approvals, delays, and inaccurate financial reporting.
Vendor & Billing Verification
4. Review or Update Vendor and Billing Information
Confirm the Vendor is selected from the Vendor Directory.
Ensure the vendor is appropriate for the requested items.
Verify the Billing Agency matches the correct budget or funding source.
Input or verify the Invoice number for accurate order tracking.
If fields are missing, complete them before proceeding.
Important Note:
Vendors must be pre-configured in the Vendor Directory. If a vendor is missing, contact your administrator.
Delivery & Shipping Details
5. Review or Update Receiving and Shipping Information
Confirm the Receiving Location is correct.
Verify the Contact Person at that location.
Enter or update:
Shipping Method (Ground, Freight, Pickup, etc.)
Tracking Number (if available)
Desired Delivery Date (if applicable)
Ensure the receiving location aligns with where the inventory will be stored or assigned.
Inventory Review
6. Open the Inventory Tab
Click the INVENTORY tab within the purchase order.
7. Verify Inventory Line Items
Confirm item names and SKU numbers
Review quantities
Verify Current Price Per Unit accuracy
Confirm total order cost aligns with expectations
Document any changes in Comments
Select the Edit Pencil to edit inventory item quantities or cost per unit
Click Add Inventory or the Barcode symbol to add inventory items to this order
Warning:
Current Price Per Unit may be auto-populated from the Inventory module based on stored pricing.
Approvers must verify that pricing reflects current vendor quotes or contracted rates before approving.
- Inventory pricing may not reflect real-time vendor changes
- Inaccurate pricing can impact budget approvals, financial reporting, and downstream reconciliation
Best Practice: Treat unit price verification as a required validation step during approval—not just at submission.
Comments & Justification
7. Review Requestor Comments
Click the COMMENTS tab.
Read the justification for the purchase.
Confirm references such as:
Incident numbers
Work orders
Grant funding details
8. Add Approver Notes
Enter comments documenting:
Budget verification
Approval rationale
Any modifications made
Conditions or follow-up requirements
Ensure comments create a clear audit trail.
Final Review & Approval
9. Conduct Final Verification
Confirm all required fields are complete.
Verify vendor, billing, and receiving information.
Ensure quantities and totals are correct.
Confirm budget availability.
Review comments for completeness.
10. Send and Approve the Purchase Order
Click Send if required by your workflow.
Click Approve to authorize the purchase.
Click Deny or Cancel Order to deny and close the purchase order record.
Confirm the purchase order status updates appropriately.
Once approved, the purchase order advances to ordering and financial processing.
Info:
Next Step: Managing & Receiving Orders:
Approval is only one part of the procurement lifecycle. For guidance on receiving items, reconciling quantities, and finalizing inventory updates, see: Managing and Receiving Purchase Orders
Best Practices
Review Process
- Verify all required fields are complete
- Confirm budget availability before approval
- Validate quantities and pricing accuracy
- Always review auto-populated pricing for accuracy
Budget Management
- Review current budget status
- Consider fiscal timing of purchases
- Validate funding sources and restrictions
Documentation Requirements
- Review all requestor comments
- Add clear approver notes
- Maintain a strong audit trail
Vendor Considerations
- Use approved vendors
- Confirm delivery timelines
- Check for contracts or preferred pricing
Communication
- Coordinate with requestors on changes
- Communicate approval decisions clearly
- Provide guidance for conditional approvals
Troubleshooting & FAQs
Q: What if information is missing?
A: Approvers can complete missing details or contact the requestor for clarification.
Q: Can I modify items or quantities?
A: Coordinate with the requestor before making significant changes.
Q: What if the budget cannot support the purchase?
A: Document the issue and communicate alternatives with the requestor.
Q: How do I reject a purchase order?
A: Follow your agency’s process and document the reason in comments.
Q: What happens after approval?
A: The order moves to ordering, receiving, and financial reconciliation.
Q: Can I approve retroactive purchases?
A: Yes, if permitted. Ensure full documentation is included.
Q: Are multiple approvals required?
A: This depends on your agency’s workflow configuration.
Additional Considerations
Approval Authority Limits
- Follow dollar thresholds
- Understand escalation requirements
- Adhere to bidding and grant rules
Compliance Requirements
- Follow procurement policies
- Meet audit and documentation standards
- Ensure grant compliance
Fiscal Responsibility
Approvers are responsible for:
- Validating necessity of purchases
- Confirming budget availability
- Preventing overspending
- Maintaining accurate financial data
Post-Approval Monitoring
- Track delivery timelines
- Coordinate receiving
- Resolve discrepancies
- Ensure invoice reconciliation
System Integration
Approved purchase orders integrate with:
- Budget and financial systems
- Inventory tracking
- Vendor payment processes
- Audit and reporting tools