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Approve and send a purchase order

A purchase order moves through three steps before it counts as issued: submit, approve, send.

  1. Submit. From a draft order, use the Submit action. This needs the Edit suppliers & purchase orders permission.
  2. Approve. Someone holding the Approve purchase orders permission — a separate permission from editing — reviews the order and selects Approve. Approving moves the order to approved and ready to send.
  3. Send. Select Send, which needs the Edit suppliers & purchase orders permission. This needs a receiving site to be set on the order.

See purchasing permissions for what each permission covers.

Rejecting an order​

Instead of approving, select Reject. This returns the order to draft and makes it editable again — the person who raised it can fix it and resubmit.

Approvers are notified when an order is submitted​

Submitting an order raises a notification in the bell menu (top right) for everyone in the organisation holding the Approve purchase orders permission. Its title carries the order's reference as you see it elsewhere — "PO-0042 is awaiting approval" — and links straight to the order; the body names the supplier and the order total.

The notification is in-app only — Yessort does not email approvers. It reaches someone the next time they are in Yessort, not before.

Approvers share one notification rather than each getting their own to clear: as soon as one of them approves or rejects the order, it clears from every approver's bell. Rejecting settles it just as approving does.

If you hold the approve permission yourself, you'll see the notification for orders you submitted.

Filtering the list to what's waiting on you​

The purchase order list's status filter covers the full lifecycle, so select Pending approval to narrow it to just the orders waiting on an approver — or Approved for those cleared but not yet sent.

Sending does not contact the supplier​

Sending an order does not email or otherwise contact the supplier. It only records that you have issued the order and stamps the date it was sent. To actually get the order to the supplier, select Download PDF and send it yourself, however you normally would.

Download PDF is available at every status, from draft onwards — you don't have to wait until the order is sent to see what it will look like.

See purchase orders for the full order lifecycle.