Order Approvals

This document is intended to provide instruction on how to approve orders within the Procurement Partners system. If you are a part of the order approval process, this document is for you.

The red number next to this field indicates how many orders need your attention.

To locate the Order Approvals screen, navigate to the Transactions tab, then select Order Approvals. You can also access this tab by clicking the blue “Order Approvals” link on the left side of the Home tab.

This screen will show only orders that are awaiting your approval; if the list is empty, there are no orders that await your attention at this time.

When you select an order awaiting approval, the details for the invoice will appear below the list. At the top of the section you will see a list of approvers’ names; red indicates that they have not yet approved the order, blue indicates that approval is not required at that step, and blue marked with APPROVED indicates it has been approved by an authorized approval person on that previous step.

Several icons appear above the order details. These icons, from left to right:

Add Note: Add a note to the order.
Attach File: Attach one or more files to the order from your PC.
Status History: See the history and timestamps of the order, including its submission, approvals, and other details.
GL Summary: See a summary of how much is being charged to each GL code across the order; also includes budget information, if budgets are being used.
Approve Order: Approve or deny the order. As opposed to the buttons at the bottom of the order, this allows you to enter a Status Note or justification for the approval or rejection of said order.
Split GL Editing: Using this icon you can split the billing for this order across one or more GL codes.

Several similar icons appear to the left of each item in the order. These icons, from left to right:

Add/Edit Allocation: If the feature is enabled, enter or change allocation notes for a specific item.
Add Note: Add a note to this specific item.
Status History: This allows you to see the history of the item, including any details about the item attributes.
Split GL Editing: This allows you to split an individual line item across one or more GL codes.
GL History: This allows you to see the history of the item and how it corresponds to its GL.

If your organization supports budget periods, you can change the budget period to which this order applies by clicking the Budget Period drop down and selecting the appropriate budget period

If you would like to change the GL code for a specific item, click the GL code and select the desired code. You can also change the quantity of any items if needed – simply increase or decrease the quantity of items to change (or change to 0 to remove the item). After any changes are made to these fields, click the Update button to save the changes.

To approve the order and move it along to the next step of the approval process, or to the vendor if yours is the final step of the approval process, click the Approve button. To reject the order entirely, click the Deny button or use the Thumbs Up icon to enter a justification before approving or denying the order.

If you are the Primary Approver for your order approval step, you also have the ability to approve orders via email using the buttons included in the order approval notification email. As long as you have an internet connection these buttons can be used to quickly Approve or Deny an order; however, if modifications need to be made to an order prior to approval, you will need to log into the Procurement Partners system.