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Approve and Send a Purchase Order

Submit and approve​

  1. From the PO's Details page, click Submit to move it from Draft to Submitted.
  2. An approver — a Company Administrator, or anyone with Approve purchase orders — clicks Approve.
  3. If your company uses multi-stage approval (by order amount), each stage must approve in turn, and approvers may get an email notification. Details shows the approval history and current stage — only the user matching that stage's role sees the Approve button.
  4. Once submitted, a PO is read-only except for document linking and receiving — go back to draft isn't possible, so double-check before submitting.

Your Company Administrator configures approval stages under Purchase Orders → Approval workflow, and can always approve a PO regardless of stage.

Send it to the supplier​

Once a PO is Approved (or already partially or fully received), use Print, PDF, or Email supplier from the details toolbar. Emailing sends a PDF to whatever email address is on the supplier's party record.

Cancel a purchase order​

Use Cancel on PO details while it isn't fully received, and provide a reason. A cancelled PO can't accept new links to GRNs or invoices.

Next step​

Receive goods against a purchase order

Turn an approved order into stock on the shelf.