Purchase Order (PO) Workflow
1. Creation of PO
- Status: When a Purchase Order (PO) is created, it will be in “Pending Approval” (PA) status.
- Visibility: The following buttons will be visible to the Next Approver and Admin:
- Approve
- Reject
- On Hold
2. On Hold Action
- On Hold: When the “On Hold” button is clicked:
- Status: The PO remains in “Pending Approval” (PA) status, but the “On Hold” flag is set to true.
- Next Approver View: The Next Approver will now see a button labeled “On Hold Reset”.
- On Hold Reset: When the “On Hold Reset” button is clicked:
- Status: The PO’s status will revert back to “Pending Approval” (PA).
3. Approval Process
Scenario 1: Expense Approval Limit is Less Than Total Amount
- Two-Level Approval: If the Expense Approval Limit is less than the total PO amount, two levels of approval will be required.
- Approver Role: The approver will be an Expense Approver of the Next Approver
- Actions: The approver will see the Approve and Reject buttons.
- Email Notification: An email notification will be sent to the approver.
- Approval:
- When the Approve button is clicked, the PO is approved.
- Rejection:
- When the Reject button is clicked, the PO is rejected.
- Rejection Reason: The rejection reason will be sent along with the rejection.
- Resubmit for Approval button will be seen
Scenario 2: Expense Approval Limit is Greater Than Total Amount
- Approval: If the Expense Approval Limit is greater than the total PO amount: The Next Approver mentioned in the Bill is the approver
- Status: The PO will be approved.
- Email Notification: An email notification will be sent to notify the relevant parties.
4. Rejection Process
- When the Reject button is clicked:
- Status: The PO is rejected.
- Rejection Reason: The reason for rejection will be recorded and communicated.
