Purchase Order Approvals (Stage 1)
v24.24, JA-1053
Overview
New functionality has been completed within Purchase Orders allowing for improved management of approval workflows.
For stage 1, Purchase Order $ limits can now be set against users resulting in any Purchase Order created over the limit requiring approval before it can be finalised.
A new PO Status, additional fields, as well as a new search and list view have been added to assist with the approval processes.
Setup - General
Jaix Accounts > Tools > System Setup > Creditors
Three new settings have been added to the Purchase Orders panel.
Enable Purchase Order Approval Workflow - is a global flag allowing the Approvals to be switched On or Off at any time
Enable Purchase Order Approval Notification - this setting controls whether the user who requested approval is automatically emailed when their Purchase Order is approved
Approved Threshold % - a percentage allowance for modifications made to approved Purchase Orders resulting in an increase of value of that Purchase Order. Approval will not be required again if the increase is within this allowed % of the originally approved value. For example with the above setting of 5%, if a user receives approval on a $100 Purchase Order and later discovers a price changes on the relevant item and needs to modify it, they will be able to update price up to $105 without requiring re-approval.
Setup - User Roles
Jaix Admin > System > User Roles
Within the User Role configuration you can now specify the Purchase Order $ amount limit separately for PO's created in both Accounts and Workshop. Any user assigned to this role will be subject to these limits.
Functionality
JAIX Accounts > Creditors > Purchase Orders + JAIX Workshop > Suppliers > Purchase Orders
Users will be able to create Purchase Orders of any value in DRAFT.
Where PO value is less than or equal to their limit, they can "Approve & Finalise" their own PO
Where PO value is greater than their limit, approval will be required. When Request Approval is selected the PO will move to "Awaiting Approval" status requiring approval from another user with sufficient limit
Should changes be required to the PO after requesting approval, the requesting user can re-open the PO and "Cancel Request For Approval"
When opened by such a user with sufficient limit to Approve the PO, they will have the ability to "Approve & Finalise"
A new "Awaiting Approval" view option has been added to the Purchase Order Search & List to assist with visibility of PO's requiring attention/approval
The Approver is visible from within the Purchase Order details
Price changes after approval
Any price increases made to an Approved Purchase Order over the users limit will require re-approval, unless the increase is within the allowed Approved Threshold % configured in System Setup.
Below are the updated Purchase Order workflows with the new approval processes implemented
