Purchase Orders begin as a requisition then go through the approval process to become a PO.
The Purchase Order Approval Process can be completed in a variety of ways
- Requisitions can be approved one-at-time at the discretion of whoever has approval authority.
Do this by clicking on the “Thumbs Up” icon at the top of any requisition you wish to approve.
- Instantly approve all requisitions as they are saved. This is ONLY recommended for very small, one-person operations, as it does not provide any electronic oversight of purchases by another individual.
If you wish the system to function in this manner, call Municipal Software.
- Authorize Requisitions in Batches.
This is the method most often used by organizations that have more than one person creating requisitions.
The batch method works as follows:
| 1. | Requisitions are entered either through the fund accounting system or via the requisition system. | |
| 2. | Send to Approver – Level 1 (if applicable): Requisitions are electronically approved by department heads and/or Administration. | |
| 3. | Send to Approver – Level 2 (if applicable): A Purchasing agent pre-screens the requisitions, placing an electronic stamp on those that are OK to proceed. | |
| 4. | The Authorization Summary report will print. This shows the net effect on the budget for the batch of requisitions. | |
| 5. | All the approved requisitions can then be authorized in batch mode. |