Overview Of Approval Process For Purchase Order In The Margbooks

Process to Enable Approval Option in MargBooks

Process To Create Approval Matrix In Margbooks Software

Process To Approve a Pending Order in MargBooks Software

Process to view the status of pending orders by approval level in MargBooks Software

Overview Of Approval Process For Purchase Order In The Margbooks

• The Purchase Order (PO) Approval Process is a step-by-step method that companies use to control and approve purchases before spending money. It helps make sure that all buying decisions are reviewed and authorized by the right people. A key part of this process is the Approval Matrix, which shows who can approve purchases based on their role and the amount of money involved.

• For example, a team manager may be allowed to approve purchases up to $5,000, while larger amounts may need approval from a finance manager or senior executive. This helps prevent overspending and ensures that every purchase is necessary and within budget.

• The approval process can also consider other factors, like the type of purchase (regular or urgent), whether the supplier is new or existing, and if the cost is already planned in the budget. Special rules can apply for emergency purchases or important long-term deals.

• Overall, this process helps companies stay organized, reduce the risk of mistakes or fraud, and make sure all purchases follow company policies. By using a clear approval process, businesses can improve control, save money, and make better decisions when buying goods or services.

Process to Enable Approval Option in MargBooks

• Go to Dashboard > Settings.

• In 'Control Room' option, the user will click on 'Configure' button.

• The user will search 'Approval' in the search bar.

• In 'Setup Approval Process' option, the user will select 'Yes'.

• Press 'ESC' key.

• Click the 'Save' button to confirm the changes.

• Click on 'OK' button.

Process To Create Approval Matrix In Margbooks Software

• Go to Utilities & Tools.

• Click on 'Approval Process'

• Click on 'Create' Button or Press 'F2' key.

• The user needs to select the branch or company for which they are creating the approval process.

• Select the Branch and Click on 'Ok' Button.

• In 'Process' option, the user will select 'Purchase Order'.

• The user must create a condition to specify the process that requires approval.
• In '#Condition 1' option, the user will select 'Amount'.

• Select Amount Condition (>, ≥, <, ≤, =, Range).

• The user will enter the amount.

• Select the ‘Add Approver’ button to specify the purchase order approver.

• The user can provide detailed instructions for approval.
• The approval process can include 1 to 5 levels, based on requirements.
• Select Level 1 to begin the approval process.

• Select the role for Level 1 in the approval process.

• Select the approver from the users under the selected role.

• Following the Level 1 process, the user can configure up to 5 approval levels and click the ‘Save’ button to finalize the setup.

• The user can add more conditions by click on the '+' button.

• The user can send email notifications to specified email IDs & Set reminder days if approval is not received.

• The user can manually add additional email IDs as needed to send emails in CC or BCC.
• The user can modify the email template.
• Click on 'Save' Button.

• The user will create a purchase order.
• Click on 'Save' Button.

• If the order amount meets the defined conditions, the user will see a pop-up prompting them to send it for approval.
• Click on 'Yes, send for approval'.

• All approvers will receive an email notification for order approval.

Process To Approve a Pending Order in MargBooks Software

Note: If an order is approved by the Super Admin before other users, it does not require approval from the remaining users.

• CRM > Pending approvals.

• Select the order for approval.

• The user will select ‘Approved’ to approve the order.

• A confirmation pop-up will appear for approval and the user will click on ‘Approve’ button.

Process to view the status of pending orders by approval level in MargBooks Software

• CRM>Pending approvals.

• Select the order to view the status.

• Click on ‘View Approval Details’.

After completing the steps above, users can easily set up the approval process, approve pending orders, and track their approval status.