Permission Required: Users with Procurement Manager, Admin, or Custom Roles with PO Approval Rights
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
In Volopay, companies managing procurement processes often require approvals before a Purchase Order (PO) can be finalized. Once a PO is submitted, it follows the defined procurement approval policy, and approvers are notified via the Action Center. This process ensures spend governance and accountability before engaging vendors for goods or services.
Steps for Approval Process
To manage approvals, simply navigate to My Volopay > Action Center > Procurement tab, where all purchase orders awaiting your review are listed.
Actions Available to Approvers
As an approver, you have several options to manage pending POs:
Action | Description |
Approve | If all PO details align with the budget and procurement policy, click Approve to confirm the PO. |
Reject | If the PO is invalid, inaccurate, or unnecessary, select Reject. You will be prompted to leave a comment explaining the reason for rejection. |
Review Details | Click on the PO line item to open the PO slider and view full details before making a decision. This allows you to verify vendor, product details, pricing, billing/shipping addresses, and other important information. |
Steps to Approve a Purchase Order
Step 1: Go to My Volopay > Action Center
Under the Procurement tab, you’ll see a list of all purchase orders that are awaiting your approval.
Step 2: Review the Listed Purchase Orders
Click on the PO you wish to approve to view full details, including:
Vendor
Products
Pricing
Billing/Shipping addresses
Justification (if included)
Step 3: Approve or Reject the PO
To approve: Click Approve at the bottom of the PO slider or next to the individual line item.
To reject: Use the three-dot menu on the line item or within the PO and select Reject. You’ll be required to provide a reason for rejection in the comment box.
Step 4 (Optional): Bulk Approvals
If multiple POs are pending and ready for approval, you can select multiple checkboxes and click Approve All to approve them in bulk.
Procurement Tabs in Volopay
In the Procurement module, different tabs help you track the status of purchase orders:
Tab | Description |
Inbox | Contains all draft and submitted purchase orders. |
Approvals | Lists purchase orders that are awaiting action from approvers. |
Active | Displays approved purchase orders that are waiting for goods receipt or billing. |
Completed | Contains POs that have been fully received and billed or have been manually marked as completed. |
Tips for Approvers
Check Vendor Linkages: Ensure that each PO is correctly linked to the vendor and that the correct products/services are listed.
Use Comments for Clarity: When rejecting a PO, always leave a detailed comment to explain the reason for rejection. This helps prevent confusion and allows the requester to correct the issue.
Encourage Accurate Documentation: Requesters should include accurate documentation, such as quotes or justification for the purchase, to avoid rework and delays in the approval process.