Zoho spend logo Help Docs

Approvals for Purchase Orders

In this help document, you’ll learn how to configure Approvals for the Purchase Orders module, and submit, approve, and reject purchase orders in Zoho Spend.

Configure Approvals for Purchase Orders

If your business requires purchase orders to be approved by other employees, you can configure Approvals for the Purchase Orders module in Zoho Spend. By default, the approval type will be No Approval and you can choose an approval type that suits your business requirements.

To configure an approval type for the Purchase Orders module:

  • Go to Settings in the top right corner of the page.
    (OR)
  • Click Settings on the left sidebar.
  • Click Purchase Orders under Procurement.
  • Click the Approvals tab.
  • Select the preferred Approval Type and configure the required preferences. You can choose from Simple, Multi-Level, and Custom approval.
  • Click Save.

Submit Purchase Orders for Approval

If Approvals is enabled for the Purchase Orders module in your organization, you need to submit the orders you create for approval.

To submit an individual purchase order for approval:

  • Click Purchase Orders under Procurement.
  • Click the purchase order you want to submit for approval.
  • Click Submit for Approval at the top.
  • Click Yes in the pop-up that appears to confirm your action.

You can also submit multiple purchase orders for approval. Here’s how:

  • Click Purchase Orders under Procurement.
  • Select the purchase orders you want to submit for approval.
  • Click Submit for Approval at the top.
  • Click Yes in the pop-up that appears to confirm your action.

Your purchase orders will be sent for approval, and your approver will receive email and in-app notifications if the preference is enabled for the Purchase Orders module. Similarly, you’ll be notified when your orders are approved or rejected.

Approve Purchase Orders

If a purchase order is submitted to you for approval, you can review and approve or reject it.

To approve an individual purchase order:

  • Click Purchase Orders under Procurement.
  • Click the purchase order you want to consider for approval.
  • Click Approve at the top.
  • Click Yes in the pop-up that appears to confirm your action.

You can also approve multiple purchase orders. Here’s how:

  • Click Purchase Orders under Procurement.
  • Select the purchase orders you want to consider for approval.
  • Click Approve at the top.
  • Click Yes in the pop-up that appears to confirm your action.

The purchase orders will be approved, and the submitter will receive a notification if the preference is enabled for the Purchase Orders module.

Reject a Purchase Order

If a purchase order is submitted to you for approval, you can review and approve or reject it.

To reject a purchase order:

  • Click Purchase Orders under Procurement.
  • Click the purchase order you want to consider for approval.
  • Click the dropdown next to Approve at the top and select Reject.
  • Enter the reason for rejecting the purchase order and Yes.

The purchase order will be rejected, and the submitter will receive a notification if the preference is enabled for the Purchase Orders module.

Resubmit a Rejected a Purchase Order

If your approver rejected a purchase order due to reasons such as incorrect or missing information, you can make the necessary changes and resubmit the order for approval. Here’s how:

  • Click Purchase Orders under Procurement.
  • Select the rejected purchase order and click Edit at the top.
  • Make the necessary changes and click Save.
  • Click Resubmit at the top.
  • Click Yes in the pop-up that appears to confirm your action.

Disable Approvals for Purchase Orders

If your business does not require approvals for the Purchase Orders module, you can disable it. Here’s how:

  • Go to Settings in the top right corner of the page.
    (OR)
  • Click Settings on the left sidebar.
  • Click Purchase Orders under Procurement.
  • Click the Approvals tab.
  • Click No Approval and click Save.
ON THIS PAGE