🛡️ PO Approval Workflow

When a purchase order is submitted, it enters the PO Approval Workflow. This system ensures compliance by routing POs to the appropriate stakeholders based on organisational policies and purchasing thresholds.

✨ Key Features & Enhancements

• Hierarchical Multi-Level Approvals: Configurable first-level and second-level approvers. POs sequentially move through the chain until fully authorised.
• Secure Email Approvals: Approvers receive a secure, encrypted link in their email to approve or reject POs instantly without needing to log in.
• Time-Sensitive Links: For security, email approval links automatically expire after 24 hours.
• Resend Notifications: Easily resend approval emails if an approver misses the initial notification.

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🔄 How the Workflow Operates

1. Submission: A user creates a PO and clicks Submit for Approval.
2. Routing: The system identifies the required approvers based on the supplier's Purchase-to-Pay policy.
3. Notification: Approvers receive an in-app alert and a secure email notification.
4. Review: The approver reviews the header, line items, totals, and any attached documentation.
5. Action: The approver selects Approve or Reject (requiring a rejection note).
6. Progression:
   • If approved, it moves to the next level (if multi-level) or becomes Approved.
   • If rejected, it returns to the creator, where it can be modified and resubmitted.

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🏢 Multi-Level Approvals

For stringent financial controls, administrators can configure Hierarchical Approval Chains.

• The First Approver (e.g., Department Manager) must sign off first.
• Only then is the Second Approver (e.g., Finance Director) notified.
• The PO achieves full Approved status only after the final level of approval is met.

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📬 Receiving Notifications

Approvers are kept in the loop via:

• Email Links: Clickable, encrypted links delivered directly to your inbox.
• In-App Tasks: A dedicated pending tasks list inside the DocView Web portal.
• Top Navigation: Real-time notification badges in the menu bar.

📜 Complete Audit Trail

DocView Web records every action in the PO's history. It captures the user, the exact timestamp, the status change, and any notes provided. This guarantees a transparent, 100% compliant procurement process.

CAUTION

Approval Link Expiry Email approval links are valid for 24 hours. If your link expires, the PO creator or an administrator can use the Resend Email function to issue a fresh link.