Approve requisitions and invoices

Where to approve

There is no separate Approvals page. You approve on the regular Pending Requisitions and All Invoices pages.

On the dashboard, approvals waiting for you opens Orders › Pending Requisitions showing only the requisitions waiting on you, marked Waiting for you. Invoices waiting for your approval opens Invoices › All Invoices showing only the invoices waiting for your approval. Clear All on requisitions, or the × on the invoice filter, shows the whole list again.

In the requisitions list, an Off guide tag beside the status marks a requisition with items not on the location’s order guides. Hover over it to see how many and the reason the requester gave.

Requisitions

1. Open the requisition from the list.
2. Check the lines, the budget and any lines flagged as not on the location’s order guides, with the reason the requester gave.
3. Click Approve or Reject. If you’re the last approver in the chain and have the Create purchase orders from requisitions right, you see Create POs instead, which approves the requisition and makes its purchase orders. Without that right, you see Approve and Reject like any other approver, and someone with the right creates the POs once it’s approved.

You can approve only when the requisition is waiting on you, and you need the Approve requisitions right. You can’t approve a requisition you raised. Requisitions waiting more than two business days are listed at the top of the page for people who can move an approval (Move approver).

Invoices

Open the invoice and click Approve, or Return to draft with a reason. You need the Approve invoices right. When the invoice is waiting on someone else in its chain, you see who it’s waiting for instead.

Approve from email or text

• Email: approvals arrive as signed links that expire, so approvers can act without signing in. The approval page shows any items not on the location’s order guides and the requester’s reason above the button. The link checks again when it’s used: if the approver no longer has the right to approve, or the item is no longer waiting on them, it won’t approve.
• SMS: approvers can get a text alert when something is waiting.

Out of office and delegating approvals

Before time off, hand your approvals to someone else so nothing waits on you.

1. At the bottom left, next to your name, click the Out of office button (the calendar icon).
2. Pick your first day away and last day away, and who it’s covered by. Add a note if you like, such as “Annual leave”.
3. Save. You can set more than one absence, and cancel any of them from the same window.

While you’re away:

• New approvals go straight to your cover. A requisition or invoice that would have waited on you is routed to them instead, and the reason (“out of office until…”) is recorded on it.
• What was already waiting moves to your cover too, with the move recorded in its history.
• Nothing moves back when you return. Anything your cover hasn’t approved stays with them.

Only someone who can approve everything you approve can cover you. If you approve both requisitions and invoices, your cover must be able to approve both; anyone who can’t is greyed out in the list. You can’t name yourself, start an absence in the past, or overlap two absences.

Setting it for someone else: an administrator with the right to edit users can set or cancel out of office for anyone on the team, from the out-of-office button on their row in Users › User List.