Once you’ve created a purchase order, mark it as authorized to say that it’s been approved.
Purchase orders can be authorized when they’re orders; convert draft purchase orders to orders in order to authorize or mark as sent.
🔧 Purchase Orders are in beta. Want to join our purchasing beta program? See: Purchasing beta
Why authorize?
A purchase order is essentially a request to spend company money. The authorization process puts in place a control so that
Depending on your business, the person who authorizes a purchase order might be a member of the management team or someone in your accounts department. Smaller businesses might not have an approval process at all – you might look to implement one as you scale up.
How does authorization work?
Authorize a purchase order to say that it’s been approved.
If your role lets you authorize purchase orders, purchase orders are automatically created as authorized.
If not, purchase orders are created with the status “open” and a user with permission to authorize can review and authorize at a later point.
Authorized purchase orders can be unauthorized, useful if your purchase order has been automatically authorized but you’d like it to be reviewed by a colleague.
See unauthorized purchase orders
To get a list of purchase orders waiting for authorization, filter selection in Resources > Purchase Orders to see “Waiting to be authorized”.
You may also create a custom view – handy if you’d like to include more information or filter by date See: Custom views
Authorize
From a purchase order, click Authorize under Actions to authorize a purchase order.
Unauthorize
Unauthorize by clicking Unauthorize from an authorized purchase order.