What is Purchase Order Approval?
The Purchase Order Approval process involves key stakeholders within a company reviewing and either authorising or rejecting business purchases before they are submitted to a vendor.
The company’s purchase order policy outlines who is responsible for approving a purchase. This typically depends on factors such as the type of items being bought, the department involved, and the total cost of the purchase. In many organisations, purchase orders (POs) must undergo an internal approval process before being sent to the vendor. This typically involves multiple reviewers examining the PO and providing their authorisation.
Key Considerations when Reviewing a Purchase Order for Approval
Does this purchase align with our budget?
Is the vendor approved?
Are these goods or services essential for the company?
Is there a better option for this purchase?
Are there any errors or inaccuracies in the purchase order that need to be fixed?
Who is Responsible for Approving Purchase Orders?
Businesses designate employees across different departments to review and approve purchase orders. Depending on their role, these approvers may focus on budget and necessity or ensure the accuracy of the purchase order details. Budget approvers are typically department managers or project managers responsible for creating and overseeing budgets. Their role is to confirm that funds are available for the purchase order and that the purchase is necessary for the team.
The procurement team is also authorised to ensure the vendor offers competitive pricing and quality compared to other options. They also review the budget to confirm sufficient funds are available and carefully assess the payment terms and pricing details.
An Automated Purchase Order Approval System for Smarter Approvals & Strong Procurement
Why waste time and resources on clunky purchase order processes? Automating approvals helps you simplify workflows, cut costs, and get the most value out of your procurement so your business runs smoother and smarter.
Simplify Your Purchase Order Approval for Smarter Buying
Make purchase order management easier with a with a single system that minimises mistakes, speeds up approvals, and gives you clear insight into spending.
Accelerate PO generation through automation
Automate PO generation to simplify purchasing and cut down on manual tasks by instantly creating purchase orders from approved requests.
Integrate POs with your accounting software or ERP
Ensure smooth data transfer by linking Procurify purchase orders to your financial system via API, CSV, flat file, or direct integration.
Intelligent expense classification
Automatically link purchase orders to account codes for improved tracking, budget oversight, and streamlined invoice processing.
Powerful Features to Supercharge Your Purchase Order Approvals
Generate and Oversee Digital Purchase Orders
Simplify PO creation with automated pre-filling, easy modifications, and seamless vendor submissions.
Mobile Access to Purchase Orders
Handle purchasing and procurement on the go with the fully equipped Procurify mobile app.
Automated PO Emailing
Instantly send purchase orders to vendors through automated emails.
Auto-Generated Purchase Orders
Instantly creates PO and PO number as soon as the purchase is approved.
Recurring Purchase Orders
Multiple transactions can be made under a single PO, even when future purchase details are uncertain.
Product Catalogs and PunchOuts
Enable teams to choose recommended products from preferred suppliers while creating purchase requests.
Supervise Ongoing Expenses
Monitor and control recurring costs like software subscriptions and service fees.
An Automated Purchase Order Approval System for Smarter Approvals & Strong Procurement
Why waste time and resources on clunky purchase order processes? Automating approvals helps you simplify workflows, cut costs, and get the most value out of your procurement so your business runs smoother and smarter.
