---
title: Supplier Approval Functionality
description: How to Revise the Rejected Supplier Documents Cannot Be Confirmed Unless the Supplier Has Approved Status How to Track Pending Suppliers with Info Cards and Filters You can build an Approval process f
---

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1. [Knowledge Base](https://help.precoro.com/?hsLang=en)
2. [Precoro Setup](https://help.precoro.com/precoro-setup?hsLang=en)
3. [Supplier management](https://help.precoro.com/precoro-setup?hsLang=en#supplier-management)

# Supplier Approval Functionality

## Learn how to configure supplier approval in Precoro and keep only approved suppliers in your documents.

#### TABLE OF CONTENTS

- [How to Set Up Supplier Approval Workflow](https://help.precoro.com/supplier-approval-functionality#approve) 
    - [Step 1. Appoint the necessary user roles](https://help.precoro.com/supplier-approval-functionality#Step-1)
    - [Step 2. Build a new Supplier Workflow](https://help.precoro.com/supplier-approval-functionality#Step-2)
    - [Step 3. Start Approving the Suppliers](https://help.precoro.com/supplier-approval-functionality#Step-3)
- [How to Revise the Rejected Supplier](https://help.precoro.com/supplier-approval-functionality#Revise-the-Rejected-Supplier)
- [Documents Cannot Be Confirmed Unless the Supplier Has Approved Status](https://help.precoro.com/supplier-approval-functionality#cannot-confirm-unless-approved)
- [How to Approve or Reject a Supplier from a Document](https://help.precoro.com/supplier-approval-functionality#approve-from-doc)
- [How to Track Pending Suppliers with Info Cards and Filters](https://help.precoro.com/supplier-approval-functionality#Track)
- [How the Approval Workflow Works with Integrations](https://help.precoro.com/supplier-approval-functionality#Approval-Workflow-with-Integrations)

You can build an Approval process for your Suppliers using this functionality.

### How to Set Up Supplier Approval Workflow

#### Step 1. Appoint the necessary user roles

Appoint the Roles for the user in the User Management section.

Only users with **Configuration** and **Supplier Management (Approve) roles** can properly work with the Supplier Approval function.

[![A User Management screenshot highlighting necessary roles](https://help.precoro.com/hs-fs/hubfs/Supplier%20Approval%20Roles.png?width=670&height=275&name=Supplier%20Approval%20Roles.png)](https://help.precoro.com/hubfs/Supplier%20Approval%20Roles.png?hsLang=en)

#### Step 2. Build a new Supplier Workflow

Open the Approval Workflow → Supplier Approval Workflow. Create new **Steps** and select the needed **Approvers**:

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/102753717539?loop=true" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="102753717539" data-hsv-style="" data-hsv-width="688" data-hsv-height="377" data-hsv-autoplay="false" data-hsv-loop="true" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

#### Step 3. Start Approving the Suppliers

With the workflow set, you can start approving suppliers from the **Supplier Management** page or directly from a purchase order or invoice, see [this section](https://help.precoro.com/supplier-approval-functionality#approve-from-doc).

Take note of the approval process below.

You can **Approve** or **Reject** those Suppliers who were created or imported to Precoro only after you have set the Approval Workflow.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/102753717565?loop=true" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="102753717565" data-hsv-style="" data-hsv-width="688" data-hsv-height="377" data-hsv-autoplay="false" data-hsv-loop="true" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

**Important features to consider:**

- *Rejecting Suppliers with Required Custom Fields:*   
  You can Reject a supplier even if a required custom supplier field hasn't been filled out.
- *Re-Approval Triggering*: 
  
  A warning message "**Changes to this field will trigger the re-approval process"** will now appear for users when editing the following fields during the revision process: 
  
  "Supplier Name", "Unique code", and some bank account fields ("Legal Address", "City", "State/Province", "Postal Code", "Country", "Tax Payer", "Default tax name", "Taxpayer Identification Number", "Business Registration Number", "IBAN", "Bank Account Number", "Account Holder Name", "Bank Name", "Bank Address", "PAN", "ABA/Routing Number", "SWIFT/BIC Code", "IFSC Code", "Sort Code").

**💡 Please note:** The "Phone Number", "Purchase Order Condition", and "Note" fields will not trigger the re-approval. 

- *Editing Restrictions*: To edit Suppliers with **Pending** or **Approved** statuses, click the **Edit** button in the right action panel.

**💡 Please note:** Only approvers of the active approval step can edit suppliers with a Pending status. After the status updates to Approved, all supplier managers can edit the supplier's details.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/179320982564" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="179320982564" data-hsv-style="" data-hsv-width="688" data-hsv-height="387" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

The Supplier Statuses **Pending**, **Approved**, and **Rejected** will be displayed on:

- The Supplier Management page:

[![](https://help.precoro.com/hubfs/Monosnap%20Suppliers%20Management%202023-02-02%2010-07-09-png.png)](https://help.precoro.com/hubfs/Monosnap%20Suppliers%20Management%202023-02-02%2010-07-09-png.png?hsLang=en)

- The document creation page:

[![Monosnap Purchase Order #39 2023-02-02 11-44-47](https://help.precoro.com/hs-fs/hubfs/Monosnap%20Purchase%20Order%20%2339%202023-02-02%2011-44-47.png?width=670&height=316&name=Monosnap%20Purchase%20Order%20%2339%202023-02-02%2011-44-47.png)](https://help.precoro.com/hs-fs/hubfs/Monosnap%20Purchase%20Order%20%2339%202023-02-02%2010-01-18-png.png?width=894&height=644&name=Monosnap%20Purchase%20Order%20%2339%202023-02-02%2010-01-18-png.png&hsLang=en)

💡 **Please note:** You cannot see and select the **Rejected** Supplier on the document creation page**.**

### How toRevise the Rejected Supplier

All users with Supplier roles can **Revise** the previously rejected Suppliers. This functionality can really come in handy for those who have rejected the Supplier by accident or changed their decision afterward and need this action reversed.

You can perform the following actions with the rejected Supplier’s profiles:

- **Send for Revision** — the Supplier will be returned to the requester. You can also leave a comment about what changes must be made. After the requester makes the necessary changes and returns the supplier, you will have the option to send it for re-approval.
- Enter changes yourself and use the **Confirm and Restart Approval** action.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/182478896984" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="182478896984" data-hsv-style="" data-hsv-width="688" data-hsv-height="295" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### Documents Cannot Be Confirmed Unless the Supplier Has Approved Status

After setting up the Supplier Workflow please note how it will affect your further working process with documents.

**💡 Please note: Purchase Orders**, **Purchase Requisitions**, and **Invoices** will not be available for **Confirmation** if the Supplier is still **Pending** or has been **Rejected**. Documents can only be confirmed for **Approved** Suppliers.

When a document has a **Pending** supplier, Precoro shows that you can't confirm the document until the supplier is **Approved**.

On purchase orders and invoices, supplier approvers can approve or reject the supplier without leaving the document. See [the section](https://help.precoro.com/supplier-approval-functionality#approve-from-doc) below.  
  
**[![](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-06-21%2013-27-18-gif.gif)](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-06-21%2013-27-18-gif.gif?hsLang=en)**

Users will not be able to view and select the **Rejected** Suppliers from the list when creating a new document:

**[![](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-06-26%2015-26-09-gif.gif)](https://help.precoro.com/hubfs/Monosnap%20screencast%202023-06-26%2015-26-09-gif.gif?hsLang=en)**

### How to Approve or Reject a Supplier from a Document

Approve a supplier while reviewing a purchase order or invoice, so the document can move forward without a separate trip to the **Supplier Management** page.

When a purchase order or invoice references a **Pending** supplier, a callout at the top of the document page prompts supplier approval.

1. Open the supplier sidebar view.
2. Review the supplier details and click **Approve** or **Reject**.

Once the supplier is **Approved**, you can confirm the document. The approval follows the steps set in your Supplier Approval Workflow

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/222634398062" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="222634398062" data-hsv-style="" data-hsv-width="1920" data-hsv-height="1040" data-hsv-autoplay="false" data-hsv-loop="false" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

### How to Track Pending Suppliers with Info Cards and Filters

To quickly filter those Suppliers needing your confirmation, you can use a preconfigured **Info Card Approve** on the Suppliers Management page**.**

💡 **Please note:** This info card will only be available to users with the **Suppliers Approval Role**.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/101688649319?autoplay=true&amp;loop=true" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="101688649319" data-hsv-style="" data-hsv-width="688" data-hsv-height="362" data-hsv-autoplay="true" data-hsv-loop="true" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

You can also use an advanced set of **Filters** to get the list of Suppliers with Pending status or to build other data searches.

<iframe data-hsv-src="https://play.hubspotvideo.com/v/1903299/id/101688873042?autoplay=true&amp;loop=true" referrerpolicy="origin" sandbox="allow-forms allow-scripts allow-same-origin allow-popups" allow="autoplay; fullscreen;" style="position: absolute !important; width: 100% !important; height: 100% !important; left: 0; top: 0; border: 0 none; pointer-events: initial" title="HubSpot Video" loading="lazy" data-hsv-id="101688873042" data-hsv-style="" data-hsv-width="688" data-hsv-height="362" data-hsv-autoplay="true" data-hsv-loop="true" data-hsv-muted="false" data-hsv-hidden-controls="false" data-hsv-full-width="false"></iframe>

 

To learn more about **Filtering in Precoro** follow [this link](https://help.precoro.com/how-to-use-filters-in-precoro?hsLang=en).

### How the Approval Workflow Works with Integrations

There is a developed integration process for the Supplier Approval Workflow functionality with **QuickBooks**, **NetSuite**, and **Xero**.

Suppliers with **Pending** and **Rejected** statuses and documents created with them will not be integrated and mapped.

Only those Suppliers who have undergone the confirmation workflow and have been **Approved** will be sent for integration along with the documents.

Additionally, the document initiators will receive emails notifying them about documents being sent for integration.

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