How to apply the PO approval team and add followers for approval notification

Here we will be covering how you can create PO teams for your departments/units and add additional followers to receive the notifications of each activity related to approvals

1. Open the Purchase module > click create for a new RFQ

2. After updating the vendor, date and other details select the Purchase Team from the list. 


3. Now click “Confirm Order”

4. Once you have clicked “confirm order” status will be changed as “To approve” 

* The assignee who needs to approve will have the “Approve Order” button 

5. Further, the assignee who needs to approve the PO will be notified with an email and the log note will be updated with approval requirements 

6. Once the 1st assignee approves the PO and if you have a 2nd assignee to approve the PO, he will be notified with an email. 

* The emails sent to each approvers will include the link to PO in the email body.

* Also you will have an additional tab in PO to view the status of approval process 


1. Approved - Referring that this approver has approved the PO 
2. Pending - Referring that this approver is the current approver to approve the PO 
3. To Approve - Referring that this approver will be the next approver


* Once all the approvals have been approved, RFQ will be turned to Purchase order and the users who we have added as followers will receive the notification. 



Add followers for approval notifications


1. Click this human icon to add or manage followers 

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2. To add a follower simply click “Add followers” 

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A. Recipient - Provide the Email address to which you should receive the notification 
B. Send Email - Tick the box to receive notifications via email 
C. Message- You can draft your own message here 
D. Click “Add followers”  


To manage the settings of a follower click the pencil Icon
 Select the notification types you want to receive (Ex: You can select the RFQ approved to receive the notifications in email once and RFQ is fully approved) 

 

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This is how an email notification will looks like for a confirmed RFQ 

Also by clicking "Activities" approvers can be reminded to approve the PO by scheduling an activity