PO Approval Workflow

Configure and manage the internal approval process for purchase orders.

Approval Configuration

Approval is configured per tenant under Settings > Tenant > PO Approvals:

Setting	Description
Enabled	Turn the approval workflow on or off for the tenant
Require requester signature	Requesters must sign (name + drawn signature) when submitting a PO for approval
Global approvers	Users who may approve any PO, regardless of which rule matches
Rules	The list of approval rules (see below)

When approval is disabled, submitting a PO moves it straight to Ready to send.

Approval Rules

Each rule defines who must approve POs for a subsidiary:

Field	Description
Subsidiary	The subsidiary the rule applies to (required)
Supplier	Optional — restrict the rule to one supplier. Leave empty for a catch-all rule (one per subsidiary)
Amount Threshold	Optional — POs below this total are auto-approved; POs at or above it require approval
Approvers	One or more users who can approve (at least one required)
Approval Mode	Any — a single approval is enough, or All — every listed approver must approve

Rule Matching

When a PO is submitted, Alpha picks the rule as follows:

Rules for the PO's subsidiary are selected
A rule for the PO's exact supplier wins, if one exists
Otherwise the subsidiary's catch-all rule (no supplier) applies
If no rule matches, the PO cannot be submitted until a rule is configured

The matched rule is snapshotted onto the PO, so later changes to the rules don't affect POs already in approval.

Example Configuration

Thresholds are not built-in levels — they are whatever you configure. For example, a tenant could set up:

Rule 1: Subsidiary A, threshold €5,000, approver: Department Manager, mode Any
Rule 2: Subsidiary A, supplier X, threshold €50,000, approvers: Director + CFO, mode All

Approval Process

Submitting for Approval

Complete the PO in Draft
Click Request Approval
If the tenant requires it, sign with your name and signature
Depending on the matched rule:
- Total below the threshold → auto-approved, status Ready to send
- Otherwise → status Waiting on internal approval, all designated approvers receive an in-app notification

Approver Actions

Approvers (rule approvers and global approvers) have two options:

Action	Result
Approve	In Any mode the PO becomes Ready to send immediately; in All mode it waits until every rule approver has approved
Reject	PO becomes Internally rejected and returns to the requester (optional reason)

Only designated approvers can act, and each approver can approve a PO once. In All mode, global approvers can add an approval, but only the rule's own approvers count toward completion.

Approval Flow

For Approvers

Viewing Pending Approvals

You receive an in-app notification when a PO awaits your approval
Or filter the PO overview on Waiting on internal approval

Reviewing a PO

Open the pending PO
Review items, quantities, pricing, totals, and supplier information
Approve or reject

Rejecting

Click Reject
Optionally enter a rejection reason
The requester is notified, including the reason

For Requesters

Tracking Approval Status

Open the submitted PO
See which approvers have already approved (e.g. 1/2 in All mode)
You are notified when the PO is approved or rejected

Handling Rejections

When a PO is rejected:

Review the rejection reason
Revise the PO as needed (rejected POs are editable)
Resubmit for approval

Approval History

All actions are recorded on the PO's event log:

Field	Recorded
Who	Approver
When	Date and time
Action	Status changes, individual approvals, rejection reason

The requester's signature (when required) is stored on the PO as well.

Configuration Steps

Go to Settings > Tenant > PO Approvals
Enable the workflow
Optionally require a requester signature and set global approvers
Add rules per subsidiary (and optionally per supplier) with thresholds, approvers, and mode
Save

Before going live, create test POs above and below your thresholds and verify the approve and reject paths.

Approval Workflow