Statement of Work (SOW)
Creating the Purchase Order
• PO approval process initiates when user creates a Purchase Order in ST-Buyer role
• Automatically record the creator’s name in the “Created by” field.
• The value from the “Purchase Approver” field in the Creator’s employee record will be
populated in the “Next Approver” field of the Purchase Order.
Approval Process
First Level Approval
• The Next Approver receives an email notification to approve the Purchase Order.
• If the Next Approver’s Purchase Approval Limit exceeds the total amount of the
Purchase Order, they can approve, reject or on hold it.
• The Next Approver field will be editable for the Next approver, Creator’s Supervisor
and the administrator to change the field “Next Approver” if the initially assigned
approver is unavailable.
• Upon logging into NetSuite, the Next Approver can choose to Approve, Reject, or place
the Purchase Order On Hold.
Actions by the Next Approver:
1. Approve:
a. The Purchase Order status changes to “Approved.”
b. The user who created the Purchase Order is notified via email.
2. Reject:
a. The Purchase Order status changes to “Rejected.”
b. The creator receives an email and sees a “Resubmit for Approval” button in
the Purchase order to edit and resubmit the Purchase Order.
3. On Hold:
a. The Purchase Order status changes to “On Hold.”
b. The creator sees an “On Hold Reset” button in the Purchase Order, which,
when clicked, reverts the Purchase Order’s status to “Pending Approval.”
Second Level Approval
If the Next Approver’s Purchase Approval Limit is less than the total amount, a secondary
approval is required.
The system checks for first Approver’s Purchase Approver or Supervisor:
• If found, name of the approver will update in the “Next Approver” field
• The appropriate approver is notified via email.
• Next approver, Supervisor and the administrator should have the ability to change
the Next Approver’s name if the initially assigned approver is unavailable.
• They can approve or reject the Purchase Order.
Secondary Approval Actions:
1. Approve:
a. The Purchase Order status changes to “Approved.”
b. The creator is notified via email.
2. Reject:
a. The Purchase Order status changes to “Rejected.”
b. The creator is informed by email and can resubmit the Purchase Order for
approval.