In Odoo 19, purchase order approval is the procedure of reviewing and validating a purchase order before sending it to a supplier or vendor. This is typically done to ensure that the order is accurate, authorized, and compliant with the company's purchasing policies. Obtaining PO approval ensures that purchases align with the business's financial objectives and budget. Orders that go over budget or beyond the allocated spending might be reviewed and approved or rejected by managers.
The "Purchase Order Approval" option can be found in the Orders section of the Configuration Settings of the Purchase application. "Minimum amount" is another field that appears when the boolean for this field is activated. When the purchase amount exceeds the minimum amount specified here, the Purchase Order Approval feature can be used. To save the modifications made to the Settings, click the save button once Purchase Order Approval is enabled.
In this case, only the Administrator has the authority to confirm the RFQ; users from a corporation are not permitted to do so. The user's access rights can be configured in Odoo 19's General Settings. There is a "Users" submenu under "Users & Companies" under General Settings.
All of the internal users in that organization will be listed when you click on the "Users" submenu. The purchase module in Odoo 19 has two distinct access rights: "User" and "Administrator." As seen in the screenshot below, pick a user and set their access privileges to the Odoo 19 Purchase module to "User." Then, save the changes.
After setting the user Marc demo's access privileges to the User, log out of Mitchell Admin's profile and log in as Marc demo. As a result, the user attempts to create a PO that goes over the limit and needs administrator approval.
Next, use Marc Demo's profile to generate a fresh purchase order. In the event if the user Marc demo creates an order for less than $5,000, the user can verify the order and generate a bill for it. However, if the order total exceeds $5,000, the manager must authorize the order in order to generate a bill.
Proceed to the purchase module and use Marc's demo profile to create a new RFQ. Additionally, make sure the order total doesn't exceed $5,000.
Here, the company purchased 2 quantities of Cabinet with Doors from the vendor Rady Mat. so the total amount is shown below.
In this instance, the purchase order's total of $2000 is less than the approval limit. To confirm the RFQ, click the confirm button.
To receive the products, click the "Receive product" button and verify the receipt to get the items in the order.
Make another buy order with the same user, but this time, the order amount should be higher than $5,000.
The purchasing amount in this purchase order is $8,000. Click the confirm button to validate the purchase order after the order details have been posted to the RFQ.
The RFQ will enter the "To Approve" state upon clicking the confirm button. After that, the user can't do anything else on the RFQ. The administrator must approve the RFQ once it reaches the "To Approve" stage; only then may the user proceed with the RFQ.
Thus, sign in as the administrator and give your approval.
As seen in the screenshot above, the administrator can quickly identify the purchase orders in the "To Approve" status when he accesses the buy application. Select and open that RFQ.
The "Approve Order" button will then appear. The RFQ will go from the "To Approve" stage to the Purchase Order state after the administrator clicks the Approve Order button.
The remaining steps in the RFQ can be finished by the administrator or the user. They can obtain the most recent RFQ status by logging in as Marc Demo.
The product in the purchase order can be delivered to the user by pressing the Receive button. To verify the receipt, click the validate option after selecting the receive button.
Now this means the employee with User access can only confirm and receive the order after getting approval from the manager. But here, this is only based on the amount given.
In conclusion, by automating and standardizing the approval process, Odoo 19's purchase order approval functionality streamlines procurement administration. It gives companies the ability to keep spending under control while guaranteeing compliance and transparency at every turn. Through the utilisation of Odoo 19's robust approval system, businesses may increase productivity, reduce downtime, and make more informed purchases.
To read more about How to Manage Purchase Order Approvals in Odoo 18, refer to our blog How to Manage Purchase Order Approvals in Odoo 18.