TABLE OF CONTENTS
- Step 1. Appoint the necessary user roles
- Step 2. Build a new Supplier Workflow
- Step 3. Start Approving the Suppliers
- How the Approval Workflow Works 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.
Users with Configuration and Supplier Management (Approve) roles can properly work with the Supplier Approval function.
Step 2. Build a new Supplier Workflow
Open the Approval Workflow → Supplier Approval Workflow. Create new Steps and select the needed Approvers:
In Basic Settings in the Approval tab, you can enable the Documents Auto-Approval function. If this function is activated for the user, their pending Approval Steps will be authorized automatically.
Step 3. Start Approving the Suppliers
With the Workflow set, you can start Approving new Suppliers, please 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.
Important features to consider:
- 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", "Tax Payer 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.
The Supplier Statuses Pending, Approved, and Rejected will be displayed on:
- The Supplier Management page:
- The document creation page:
You cannot see and select the Rejected Supplier on the document creation page.
How to Revise 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.
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.
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 your users create a document and add Pending Supplier, the system will notify you that you cannot proceed with document Confirmation unless the Supplier is Approved.
Users will not be able to view and select the Rejected Suppliers from the list when creating a new document:
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.
This info card will only be available to users with the Suppliers Approval Role.
You can also use an advanced set of Filters to get the list of Suppliers with Pending status or to build other data searches.
To learn more about Filtering in Precoro follow this link.
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.