Permission Required: Users with the Admin Profile and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
Volopay’s Procurement Submission Policies help organizations enforce consistency and accuracy in Purchase Orders (POs) by requiring users to fill in mandatory fields during PO creation. These policies can be customized at a global level for the entire organization or tailored for specific departments or projects, depending on operational and compliance needs.
Why Are Submission Policies Important?
Ensure Essential Data: Ensure all critical PO data is captured before submission, reducing errors.
Prevent Incomplete Documentation: Stop incomplete or error-prone procurement documentation, ensuring transparency and accountability.
Tailor Requirements: Customize field requirements for different teams, ensuring that each department or project follows its specific workflow.
Streamline Processes: Improve reporting, accounting, and reconciliation processes by maintaining uniformity and reducing administrative overhead.
Setting Up Company-Level Submission Policies
Company-level submission policies apply to all departments and projects unless overridden by a custom policy. These policies enforce consistency across the entire organization.
Step-by-Step Guide:
1. Access Procurement Settings
Navigate to Procurement > Settings in your Volopay dashboard.
2. Open Company Submission Policies
Go to Spend Controls > Company Submission Policy.
3. Edit the Policy
Select the fields that must be completed before a PO can be submitted. The available options include:
Receipt attachment
Memo
4. Save the Policy
After selecting the mandatory fields, click Save to activate the rule across the organization.
Tip: Once activated, all users will now be prompted to complete the required fields before submitting a PO.
Additionally, you can set ranges where the individual must submit certain documents based on the value of the purchase order. You can choose whether the documentation should be a requirement for submission or not.
Custom Submission Policies for Departments or Projects
Custom policies allow you to tailor field requirements based on the unique processes of specific departments or project-based teams. This flexibility ensures that departments with specialized needs can maintain their workflows while meeting organizational compliance standards.
Step-by-Step Guide:
1. Go to Custom Submission Policies
Navigate to Settings > Custom Submission Policy.
2. Choose Department or Project
Select the relevant Department or Project from the list.
3. Edit the Policy
Click Edit Policy on the bottom-right side to modify the policy according to the department’s or project’s needs.
4. Add Required Fields
Specify which fields are mandatory for the selected department or project. The options are the same as the company-level policy:
Receipt
Memo
5. Save the Policy
Click Save to apply this custom submission rule. It will immediately take effect for the selected department or project.
Note: You can also set ranges where the individual must submit the required documents while creating a PO, depending on the value of the purchase order for that department or project.