Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to set up workflows for Purchase Orders, users will need Edit permissions for Settings
In the Approval workflow, you can set fields to be required either during the “create” phase, the “submit” phase or both the "submit & create" phases. Here, the status is managed by the system. Required fields are validated either on creation, submission, or both, depending on your configuration.
For each field, select "Yes" to make it required, and then choose the condition under which the field should be required (on creation, on submission, or both). Select "No" to keep the field optional in the PO. Click "Save" when finished.
Setting up Threshold Levels
By enabling the Purchase Order Approval Workflow in your Company Settings, you gain the ability to establish threshold levels for efficient PO management. Here's how it works in a more accessible way:
Access the Company Settings, go to the "Modules" tab, and navigate to the "Purchase Order" section.
Select the "Approval" of the "Workflow" section to begin configuring threshold levels.
Each level represents a specific range defined by a bottom value and the next level, which is $0.01 less than the top value. For example, you can set three levels: $5,000 to $20,000, $20,000 to $100,000, and over $100,000.
Assigning Users to Each Threshold Level
You can assign users to each level by looking for the "Users" button beside the "Threshold Levels" on the same screen.
PO Approval Workflow
When a Purchase Order (PO) is submitted, it enters the appropriate threshold level based on its total value, including taxes.
By default, if more than one approver is assigned to a threshold level, only one approver’s decision (approve or reject) is required to finalize the PO.
There are three main roles in the approval flow:
Editors – Users with Edit access to Purchase Orders. They can create and submit POs for approval.
Managers – Users with Manage access to Purchase Orders. They have higher-level control over workflows and settings.
Approvers – Users assigned under Project Settings at specific threshold levels. Depending on the workflow selected, they may approve individually, collectively, or sequentially.
Approval Workflow Types
There are three approval workflows available:
Single Approver Required (Default)
A PO is sent to any approver(s) in the relevant threshold only.
Only one approver’s decision (approve or reject) is required.
All Approvers Required (Collective Approval)
Every approver assigned at a threshold must approve the PO.
If any approver rejects, the PO is immediately marked as rejected.
The PO is finalized only after unanimous approval at that threshold.
Sequential Approval (Hierarchical)
Approvals progress sequentially through thresholds, from the lowest to the highest applicable.
At each threshold, all approvers must approve before moving to the next level.
If any approver rejects, the PO is immediately marked as rejected.
Higher threshold approvers are only notified once lower thresholds are fully approved.
Configuration
Approval workflows are configured per project under Project Settings > Modules > Purchase Orders.
Admins can select one of the following workflows:
Single Approver Required
All Approvers Required
Sequential Approval
The selected workflow type is shown in the PO approval interface to make it clear which process is being followed.
WARNING:
Any changes made in the Approval workflow will
reset Purchase Order pending approval to Open.
Emails and notifications
Accounting emails refer to the emails added under the Project Settings, Purchase Orders screen.
Project Manager (PM) refers to the users assigned as the main user under Project Settings, Team & Project structure. Also referred to as the Office Manager in SiteMax and visible in Dashboard and Day view.
Here's a breakdown of the notifications:
Submit - PM and Approver(s) notified on mobile
Approve/Reject - PM and Editor notified on mobile and via email; Accounting via email
Void (Approved and Processed only) - PM, Editor and accounting notified via email
Note: When on the Approval workflow, only open POs are editable, and only approved POs can be sent to vendors. When a PO is submitted or reset, notifications are automatically sent to the PM and accounting teams and the PO owner is informed when it's approved or rejected.