TABLE OF CONTENTS
Starting with version 7.1, the Purchase Order (PO) module has received several enhancements, among others:
- A new field for specifying the PO type has been introduced, and you can now set corresponding approval limits within the User Permission Profile.
- A new email approval workflow has been implemented, streamlining the approval process via email.
- The Multiple Currencies feature is now available (if licensed), allowing Purchase Orders to be processed in various currencies, see here.
New Type field
A new default field: "Type" has been added to the Purchase Order Edit window. Here you can select different types for the PO and/or use the Setup button to create new Types. By default those types are set to Capex, Cross Hire, Freight and Misc but can be renamed and reset via the Setup button.
You can set limits for these different Purchase Order (PO) Types and enable Approvers to receive emails for POs awaiting approval based on their specified limit. More info below.
Approval limit per Type
In the User Permission Profile > Advanced Module, the Permission has been renamed from "Can Approve Purchase Orders" to "Can Approve Purchase Orders Up To (main server currency)".
If you use different Purchase Order types, you can set specific limits for each. Click the drop-down menu next to the PO limit field to add a new line for each PO type and set individual limits accordingly.
PO types to set limits in the main currency for:
- Capex
- Cross Hire
- Freight
- Misc
The overall limit does not override or influence the individually assigned approval limits.
If the User is a Task/Bookings User only, the option to set a limit is greyed out. It is necessary to have Task/Bookings/Rates permission to use this setting.
Email to Approvers
To enable email notifications for those PO approvals, go to the Server > Financial tab and activate the setting "Send Emails To Approval Users". The prerequisites to be able to send emails have to be enabled, see here.
Users with the appropriate approval limits will receive an email notification when the PO is created and edited. The subject line will read: "PO [Purchase Order Number] Awaiting Approval. Requested By [User Name]."
The email body will include the following details:
- Number
- Type
- Name
- Company
- Amount
Read Only after Approval
A new setting has been added in the server setup under the Financial tab called "Read Only When Approved". When this setting is enabled, a Purchase Order (PO) becomes non-editable once it is set to the status "Approved".
After approval, only the Custom Fields and the Linked Project window remain editable. If any modifications are required post-approval, even the Approver must revert the status back to "Waiting For Approval" to make changes.
It is also not possible to print out a PO that is "Waiting For Approval" Status. Once the PO is approved it is possible to print out the corresponding report.