PO approval process in QB

@controller-3mgso 

You can use a specific app (purchase management app) or a workflow management app (multi purpose) to integrate with QBO. 

Thank you

I think I am confused on this thread.

QBO Advanced has workflow template built into the Purchase Order Process. I have it enabled and set to approve POs > $25,000.

What is the event that fires the approval off to the intended user? Is it Creation, Save, Edit/Save, etc...

I am struggling to get the standard workflow to actually work or show up in tasks.

Thanks...!

Let me clear up your confusion about the QuickBooks Online Advanced PO approval workflow, DrutkennyM.

Within QBO Advanced, you can automate the purchase order approval process for specific vendors or above amount and send real-time notifications via email.

Regarding your question about what event fires the approval off to the intended user? It depends on the criteria you've set up. For example, when you create a template, there is an option as to who you will assign to approve, then it will only show on the approver tasks but not on your end.

Please note the following to learn more about PO approval workflows:

• Admins can create PO approval flows based on the amount, vendor, payment status, location, or term.
• PO approvals can be assigned as a task or sent an email to a designated Admin user based on the conditions created.
• POs that don't require approval based on established criteria are automatically approved.
• Approvers receive a notification and can approve or deny the PO in Task Manager or directly on the bill entry.

You can also check this article on how to add an accepted purchase order to a transaction: Add purchase orders to expenses, bills, or checks in QBO.

Let me know if you have additional questions about managing purchase orders. I'll be glad to help you more.

Hi our internal controls state that all purchase orders must be approved by 2 individuals (head of deptment followed by the department director).  Does the QB advance online PO system allow for this ie one member of staff to setup the PO and another to approve before the PO is accepted?

I currently have this approval process enables for POs over 3K. When I first enabled this it was working as it should but now no one received an email to approve and POs cannot be see in the approval section. These POs show in our system as drafts but can still be sent off to our vendors even though they have not been approved by admin. Additionally, because they are still draft PO, they are not seen in the list for open POs. This has resulted in duplicate POs being placed. Another thing with these POs being in draft, I cannot apply an invoice to them. How do I get them out of draft if I cannot approve them?

Thanks for joining this thread to inform us about your purchase order approval issue, @jacmachines. Let me discuss why you're experiencing this in QuickBooks Desktop (QBDT).

As per checking, we have an ongoing investigation into the Purchase Order Approval process failing to send transactions to be approved in QBDT. Rest assured that our engineers are already alerted regarding this issue and are working diligently to work on a fix. 

While the investigation is in progress, it's best to get in touch with our customer team so they can add you to the list of impacted users. This way, you'll receive notifications via email when there are new developments in the case. To do that:

1. Go to the Help menu and click QuickBooks Help.
2. Select Contact Us.
3. Provide a brief description of your concern, and click Continue.
4. Log in to your Intuit account, select Continue, then Continue with my account.
5. Enter the single-use code you received in your email and hit Continue.
6. Choose between Chat with us or Have us call you.

After recording a purchase order, you can receive inventory with or without a bill. Doing so updates the quantity on hand for each item as well as the payable to the vendor.

Leave your questions below in the comment section whenever you need further guidance about the purchase order approval in QBDT. The Community is here to help anytime. Stay safe and have a wonderful day!