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Approve a purchase order

Every purchase order (PO) needs an Admin’s approval before it can be sent or billed, whatever its amount. Flex CMMS doesn’t notify you when one is waiting, so check for them regularly.

Who can do this: Admin

Find POs waiting for you

Section titled “Find POs waiting for you”

Use either of these:

  • On the Purchase Orders page, select the Awaiting approval tab or card.
  • On the Finance Overview page, look for POs awaiting approval under Needs attention.

Approve a PO

Section titled “Approve a PO”

  1. Open the PO and check its lines, total and terms. Select PDF to see what the vendor will get.

  2. Select Approve.

The PO moves to Approved, your name goes on its History and on the PDF, and it can now take invoices. If it has no order date, today’s date is used. Any Admin with access to the facility can approve a PO, including the person who drafted it.

Send a PO back

Section titled “Send a PO back”

  1. Open the PO and select Send back.

  2. Enter a Note saying what needs to change. The note is required.

  3. Select Send back.

The PO returns to Draft, with your note at the top of the page. Whoever is working on it can make the changes and submit it again.

Managers see a message that the PO is waiting for an Admin, and don’t get these buttons.

Section titled “Related”