Blanket Purchase Order Approval Workflow

The Blanket Purchase Order Approval Workflow manages the validation and approval processing of a blanket purchase order. The workflow validates a blanket purchase order before it is used to order an item. It determines the need for approval by comparing the maximum amount against the purchase limit of an employee. The workflow can be modified to suit your unique business needs.

Blanket purchase orders that require approval are automatically routed to an approver. To identify the approver, the workflow compares the maximum amount against the purchase approval limit of an approver. Transactions can go through a series of approvals until they reach the highest approver who can cover the amount.

Take the case of an employee who submits a blanket purchase order with a maximum amount of 2,000. The purchase and purchase approval limits are set as follows:

The blanket purchase order is routed to Supervisor 1 for approval and requires another approval by Supervisor 2 for the following reasons:

• The maximum amount exceeds the employee’s purchase limit.

• The maximum amount exceeds the approval limit of Supervisor 1.

• The approval limit of Supervisor 2 can cover the maximum amount on the blanket purchase order.

  Note:

  If an employee has both a designated purchase approver and supervisor, the purchase approver is selected as the approver of the transaction.

• Keep email addresses up to date to be sure that users and approvers receive the notifications.

For more details about the flow of processing, see Blanket Purchase Order Approval Workflow States.

Availability

The Blanket Purchase Order Approval Workflow is included in the Advanced Procurement SuiteApp, which is available in the Advanced Procurement Module.

Prior to 2016.2, the workflow button’s condition and the Next Approver condition were used to filter records for bulk approvals for the blanket purchase order. The Next Approver condition checks that the Next Approver field on the record contains the current logged in user. Beginning in 2016.2, the Next Approver condition is no longer used to filter records for bulk approvals for this record. Records are now filtered for bulk approvals using only the workflow button’s condition. If you would like to continue to filter records based on the Next Approver field, you must add the condition to the workflow button condition. If you require assistance, contact Customer Support.

Limitation

The Blanket Purchase Order Approval Workflow does not yet support the Multiple Currencies feature. This includes differences that may occur between the transaction amount and purchase or purchase approval limits.

General Notices