Purchase Order Approval Process

I'll share some information about adding specific roles in QuickBooks, @Aguilar.

Giving users specific roles in QuickBooks Online, such as approving Purchase orders, is currently unavailable. Having this feature is a fantastic idea that will significantly benefit our customers. I'd suggest providing feedback to our product engineers. This allows them to review your suggestion and include it in future updates.

Here's how: 

1. Go to the Gear icon on the upper right side. 
2. Select Feedback. 
3. Type your comments in the box and click Next. 

In addition, QuickBooks also has a website for users to vote on new feature suggestions and feedback. To access the page, visit this link: Customer Feedback for QuickBooks.

QuickBooks Online Advance version, you can choose what users can see and do within different areas of QuickBooks like banking, sales, payroll, expenses, reports, and inventory. To learn more about this, check out this article: Add and manage custom roles in QuickBooks Online Advanced.

In addition, click on the following links to learn more about billable user usage limits and how to add an accepted purchase order to a transaction for your vendor:

• Learn about usage limits in QuickBooks Online
• Add purchase orders to expenses, bills, or checks in QuickBooks Online.

Keep me posted if you still have questions or concerns about managing users and purchase orders. I'll be more than happy to assist you every step of the way. Take care. 

@Aguilar 

Consider having a 3rd party app to do so.

I'm considering it but will be great if the system should had.

Thank you for your help

Thank you, I will do.

This feature can help us to have a more efficiency system and increase our control. 

I use the desktop version, but as far as user accounts go, I don’t see why you can’t assign someone to do purchase orders approvals. Why wouldn’t you just set up a roll called purchase order approval and then that’s only thing you give them rights  to do.  

anyway, I have other issues. I have no idea who is supposed to be approving IPOs. I set it up and none of the users or emails work. Nine can see anything to approve yet PO‘s cannot be deleted or changed because it was sent for approval and now we’re stuck with these PO‘s so we have to save everything as a draft fortunately we can at least duplicate it but I don’t like $52,000 PO sitting open. Disappointing.

Hi there, @Woodfiredchef. I got here a set of steps to help you in managing your purchase order approval in QuickBooks Desktop (QBDT).

I appreciate you sharing the details of your concern this provides me with brief information about your experience with the feature.

In QuickBooks, only the Admin can do and assign purchase order approvals. This is why the program requires you to sign in as the company administrator before you can use the Set Up Approval Processes feature.

With that said, I recommend sending feedback to our product developers to share your insights about the benefits of implementing the option to assign someone to do purchase order approvals. Here's how:

1. In your QBDT account, select the Help tab.
2. Next, click the Send Feedback Online option.
3. Then, choose Product Suggestion. A pop-up window displays.
4. From there, input the details of your product comments, suggestions, and requests. Example: Allow other users to create and assign purchase order approvals.
5. Click the Send Feedback button to submit.

Regarding your other concern, the approval of purchase orders depends on what data and condition is input in the Purchase Order approval template. To verify, the company admin can check the template and check who is assigned to approve the purchase orders. To do so, refer to these steps:

1. Select the Company menu and choose Set up Approval processes.
2. From there, open the Approval process for purchase order template.
3. Next, scroll down to the Actions section and check who is selected in the Purchase orders will be approved by section.
4. They can perform some edits if necessary and click Save to confirm the changes.  

Also, you can close a purchase order manually by clicking the Mark as Closed option.

Then, to receive the items in the purchase orders, follow Step 3 of this article: Create purchase orders in QuickBooks Desktop.

Please don't hesitate to leave a reply below if you have other concerns about managing purchase orders in QuickBooks. Have a good one and stay safe.