First of all, you should think about:
What documents need to be approved?
What key factors could be changed or considered while approving?
Who is responsible for approving and why?
What factors are affected when choosing the responsible person for approving - location, department, project, and threshold.
Your approval chain should to be as simple and clear at it's best:
Your teammates should know why some requests/orders/invoices require approving,
Responsible persons should know what the key factors are and how they will be tracked,
There should be no extra steps.
Why it's so important:
Approval is a time consuming process - the more steps you have the more expensive purchasing process will be
Unclear and extra steps tend to produce mistakes and deliver little to no results
Your documents will be put on hold for approval and will not be sent onto the actual execution - ordering, invoicing, payment
The approval chain in Precoro depends on these key factors:
The first three factors can be configured for the user.
Please notify us when you decide to configure the approval chain, which is dependent on the Department/Project, and we'll make this feature available for your company.
After all is done - just follow the next steps and add the approval chain:
- Ensure that you've allowed to configure the approval workflow and then navigate to the Basic configurations tab. Check that the approval chain is turned on for the documents that you need.
Go to the left-side of the menu and choose Configuration.
Choose Approval workflow for Warehouse request/Purchase requisition/Purchase order/Invoice/Receipt.
Click the Add step button.
Choose the step number and insert the name. Click the Create button.
Then click the Add new approver button.
Choose the required step and choose the email of the responsible user
- Click the Create button.
- Next configure the conditions for the approval of locations, department/project, threshold. The conditions for the approval are the selected values of when the user will be triggered to approve something.
In this case, the user: email@example.com will be approving all the POs, in the 3d step, that is greater than 1000 USD with the selected location being “Precoro USA Office” and with the department Development or Product. In this case, when the threshold will be less than 1000 USD or location/department will be another, firstname.lastname@example.org will not be required to approve the PO.
- Click on the Update button.