Purchase Request Workflow

Configure the approval workflow for purchase requests, including approval levels and routing rules.

Overview

Purchase request workflow defines how purchase requests are reviewed and approved before becoming purchase orders.

Page Layout

• Workflow Steps - Configure approval chain
• Routing Rules - Define when to escalate
• Notifications - Email settings
• Save button - Save configuration

Workflow Steps

Define approval stages:

Step	Approver	Condition
1	Department Head	All requests
2	Finance Manager	> ₱10,000
3	General Manager	> ₱50,000
4	Executive	> ₱100,000

Common Tasks

Configuring Workflow Steps

1. Go to Settings → Workflow → Purchase Request
2. Add/edit approval steps:
   • Step Name - Identify the step
   • Approver - Who approves
   • Condition - When this step applies
3. Set order of steps
4. Click Save

Setting Amount Thresholds

1. Open workflow settings
2. Configure conditions:
   • Up to ₱10,000: Department approval
   • ₱10,001 - ₱50,000: Add Finance
   • Over ₱50,000: Add GM
3. Save settings

Adding Parallel Approval

For some requests, require multiple approvals:

1. Create step with multiple approvers
2. Set rule: All must approve / Any can approve
3. Save

Configuring Notifications

1. Go to Notifications section
2. Enable email notifications for:
   • New request submitted
   • Pending your approval
   • Request approved
   • Request rejected
3. Save

Workflow Process

1. User Creates request
2. System Routes to first approver
3. Approver Reviews and approves/rejects
4. Escalates if amount exceeds threshold
5. Final Approval completes workflow
6. PO Created from approved request

Approval Actions

Action	Result
Approve	Moves to next step or completes
Reject	Returns to requester with reason
Return	Sends back for revision
Delegate	Forwards to another approver

Tips

• Clear Thresholds - Set logical amount limits
• Reasonable Steps - Don't over-complicate
• Backup Approvers - Handle absences
• Documentation - Document workflow rules
• Test Thoroughly - Verify workflow works

Related Pages

• Purchase Request - Create requests
• User Levels - Approval levels
• Delivery Status Workflow - Delivery workflow

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💡 Note: Proper workflow configuration ensures appropriate oversight of spending.