Requested Purchase Order Approvals Menu

Owned by Kevin Meek
Last updated: Sept 16, 2024 by Merlin Villela
3 min read

With Approvals turned on any PO that exceeds the Auto Approve Maximum have to be approved before proceeding with the order.

Contact our support@rtafleet.com for more information on how to allow this feature.

Requesting Approval for a Purchase Order

If the PO is in need of approval and you do not have sufficient approval levels to do so. Also, those that can are not currently available. You can send in a Request for Approval so the right personnel will be notified. These then trigger into the PO Approvals Section

  • Access the purchase order needing approval via the Purchase Order Search screen

  • Select the PO from the master list

  • Click on Request Approval button

  • You will be prompted for the user or users you wish to send the approval request to

    • Only users that can approve the amount you are requesting are available

    • You can also type in a comment

  • The PO Status will then be flagged as Pending Approval

Approving Purchase Orders Via the PO Approvals Section

  1. Access the purchase orders needing approval via the PO Approvals menu item to view the approvals requested

  2. Select the PO(s) from the PO Approvals list

  1. Review the information

  2. You can select several POs with the check marks in front PO’s and Click on Bulk Approve

    1. Or at the end of each PO record you can select the Actions button to individually Approve, Deny or Forward the Approval Request

  1. Add comments if desired

  2. Check box to generate email if desired

  3. If the option “Generate Email” has been selected, then an email should appear with the PO#, new status (Approved or denied) and comments included should be sent back to the user who requested the PO Approval

Denying Purchase Orders

  1. Access the POs needing approval via the PO Approvals menu item

  2. Select the PO from the master list

  3. Review the information

  4. Click on Actions button and Select the Deny Option

  5. Add comments if desired

  6. Check box to generate email if desired

    1. If the option “Generate Email” has been selected, then an email should appear with the PO#, new status (Approved or denied) and comments included should be sent back to the user who requested the PO Approval

  7. Click Deny Approval

If a PO is Denied it will flag the PO Status as Denied Approval (See Below)

Forwarding Approval Requests

  1. Access the POs needing approval via the PO Approvals menu item

  2. Select the PO from the master list

  3. Using the Actions button and Select the Forward

  4. It will bring up a list of personnel you can forward the information to

  5. Add comments if desired

If a PO is forwarded it will keep the PO Status as Pending Approval until it is approved (See Below)