Skip to main content

Approve or Reject a Purchase Order

availability
Platform:WebMobile
Plan Type:BasicEssentialPremiumEnterprise
User Type:RequesterFull UserAdministrator

After a purchase order is created, an organization Administrator can review it and either approve or reject it.

If the purchase order starts as a purchase order request, an Administrator has to approve the request first to create the purchase order, then approve the purchase order. For more information, see Approve or Decline a Purchase Order Request.

Purchase order approval rules

If your plan includes purchase order approval rules, you can automatically assign purchase orders that meet specific conditions to specific teams or users. For details, see Set Up Purchase Order Approval Rules.

To approve or reject a purchase order:

  1. From the sidebar, select Purchase Orders.

  2. Select a purchase order with the status Pending.

  3. Review the purchase order details, and select one of the following:

    • Approve Purchase Order
    • Reject

What Happens When You Approve a Purchase Order​

When you approve a purchase order, MaintainX does the following:

  • Sets the purchase order's status to Approved.

  • Displays a dialog where you can do one of the following:

    • Send the purchase order to the Vendor (only available if you added a vendor contact).
    • Export the purchase order to PDF.
    • Close the dialog (you can send or export the purchase order later).

  • Notifies the user who created the purchase order.

What Happens When You Reject a Purchase Order​

When you reject a purchase order, MaintainX does the following:

  • Prompts you to confirm that you want to reject the purchase order. Select Yes, Reject Purchase Order.
  • Sets the purchase order's status to Rejected.
  • Notifies the user who created the purchase order. The user can then update and resubmit the purchase order.

Resubmit a Rejected Purchase Order​

When you reject a purchase order, the user who created it can modify and resubmit it. For example, if the purchase order is missing important information, the Administrator can reject it, and ask the user to add that information before resubmitting.

To resubmit a rejected purchase order:

  1. From the sidebar, select Purchase Orders.
  2. Select the purchase order with the status Rejected that you want to resubmit.
  3. In the purchase order details, select Resubmit Purchase Order. The Revise Purchase Order dialog opens.
  4. Update the purchase order details as needed, then select Update.

MaintainX does the following:

  • Saves the updated details.
  • Sets the purchase order status to Approved.
  • Notifies the approver.

Approve or Decline a Purchase Order Request​

After a Full User creates a purchase order request, an organization Administrator can review it and either approve or decline it.

To approve or reject a purchase order request:

  1. From the sidebar, select Purchase Orders.

  2. Select a purchase order with the status Requested.

  3. Review the request details, and select one of the following:

    • Approve Request: MaintainX updates the status to Pending and notifies approvers.
    • Decline Request: MaintainX sets the status to Canceled.